Operations Administrative Assistant Jobs

Operations Administrative Assistant Description/Job Summary

The IT department’s mission is to improve client value, efficiency and professional satisfaction by streamlining processes, capturing and leveraging the Firm’s technology by turning matter data into useful insights.

The Operations Administrative Assistant will support the IT leadership team and the IT team as they implement the Firm’s information technology strategy. The IT operations assistant will play an important role in managing day-to-day activities, managing the flow of information and ensuring the timely execution and delivery of IT services.

Responsibilities/Duties

• Demonstrate intimate knowledge of IT Team’s work habits and preferences. Anticipate needs and shepherd work forward with limited direction.
• Create and update project tasks and other deliverables in collaborative project management platforms such as SharePoint, Asana and Microsoft Teams.
• Coordinate internal and external meetings, programs and events. Arrange proper logistics based on meeting requirements.
• Organize and maintain key documents in the appropriate workspaces in the document management system ( i.e. , iManage Work)
• Compose, edit and proofread emails, presentation materials and other documents
• Suggest new processes/procedures to expedite projects and day-to-day workflow.
• In conjunction with HR, ensure that the onboarding of new IT employees is handled efficiently
• Foster open and frequent communication with IT leadership and keep the IT Directors informed of upcoming commitments and responsibilities. Assist in meeting targets and deadlines.
• Assist the IT Team with other administrative tasks including processing ChromeRiver expenses, arranging travel, keeping contacts up to date.
• Develop strong understanding of the work of the IT department, other administrative departments, offices and practice groups. Build and maintain a professional network of peers across the Firm to assist in solving problems.
• Work on ad hoc and special projects requested
• Serve as a point of contact and provide assistance and direction as it relates to general IT inquiries
• Manage daily coordination of the IT Leadership Outlook calendars and use creative problem solving skills to solve challenging scheduling requirements. Act as the gatekeeper for prioritizing conflicting needs.

Required Skills

• General digital and tech-savviness; comfortable learning new technologies
• Excellent verbal, written communication and interpersonal skills and ability to build rapport with both attorneys and non-attorney professionals at the firm
• Familiarity with project management tools such as Asana, Microsoft Project, etc.
• Strong project management and time management skills and ability to organize and prioritize work to meet deadlines in a fast-paced environment
• Experience with collaboration applications such as Microsoft Teams, Skype, etc.
• Ability to work independently with limited supervision and strong attention to detail
• Experience working in a law firm or professional services environment
• Familiarity with screen capture tools such as Snagit, Snip & Sketch
• Sound judgment with respect to confidential and sensitive information
• 2+ years of experience as an administrative assistant or project/team administration
• Demonstrates advanced knowledge of Microsoft Outlook, PowerPoint, Word, Excel

Required Education

• Bachelor’s degree in communications, English or related field

Details

The estimated base salary range for this position is $55k to $65k at the time of posting. The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning that it is overtime pay eligible.