Office Administrative Assistant Jobs

Linklaters specializes in advising the world’s leading companies, financial institutions and governments on their most important and challenging transactions and assignments.

With offices in major business and financial centers, we deliver an outstanding service to our clients anywhere in the world. We are a people business. Being best in class in the eyes of our clients means that our people must be exceptional.

We look not only for brilliant minds, but for people who will thrive in our environment - people who love working collaboratively and demonstrate the innovative, efficient, agile, entrepreneurial and responsible mind-set we aim to bring to every interaction.

We respect and value difference but insist on inclusivity. We celebrate all aspects of diversity and challenge any form of bias, because we want everyone to feel that they belong. This is vital to our ability to work as one team, with a common mind-set.

Linklaters has an ambitious strategy in the US. Ensuring we attract, engage, promote and retain the best talent underpins our ability to grow our business and deliver excellence to our clients.

This Washingon, D.C. based role will be responsible for all aspects of office administration within the office. In addition, the role will also provide high quality, comprehensive adminstrative service to attorneys in the office as required.

Key Responsibilities

Office Administration

• Supervise reception and facilities staff
• Oversee coordination of all requests to meet business needs
• Act as main point of contact between the Washington, D.C. office and the Building Management and all facilities vendors
• Manage vendor contracts to ensure standard procedures and agreed terms and conditions are properly executed and maintained
• Ensure that staff use Linklaters resources efficiently to provide excellent customer service to internal and external clients

Attorney support

• Where appropriate, undertake document production tasks to the highest standards and to agreed deadlines using appropriate software and all available resources.
• Working proactively as part of a team to ensure time is used effectively using all available firm wide resources to meet pressured deadlines
• Assist other members of the group/division/firm as required
• Prepare and collate papers ahead of meetings
• Assist in opening new clients and matters, as required
• Deal with visitors in a confident and professional manner
• Undertake photocopying, scanning and faxing as required
• Establish and maintain effective and accurate filing systems (hard copy and electronic)
• Record time for principals in their absence or as required
• Draft simple correspondence when required
• Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required / action where necessary
• Co-ordinate all travel arrangements including taxis, accommodation and expense forms as appropriate
• Keep client contact details and lists up to date
• Undertake ad-hoc projects as necessary
• Maintain update/reminder system of ongoing mail if required
• Arrange conference calls, meetings, catering (in conjunction with reception)
• Effectively manage and prioritise work
• Prepare PowerPoint presentations and Excel spreadsheets when required

Skills & Experience

• Adaptable and flexible
• Resilient and determined
• Self-confident
• High level of proficiency with Microsoft Office
• Strong organisational skills and attention to detail
• Commercially aware
• Able to cope with pressure and conflicting demands on time
• Minimum 3 years administrative experience in a professional services/corporate environment
• A committed team player
• Excellent communication and interpersonal skills
• Able and willing to follow through, take responsibility for and conclude actions
• Proactive and enthusiastic

Technical Skills

This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.