Operations Administrative Assistant - Wiley Rein LLP

Michelle DaSilva

Operations Administrative Assistant - Wiley Rein LLP

Operations Administrative Assistant (Click Here to Apply)

SUMMARY/OBJECTIVE:
The Operations Administrative Assistant is responsible for providing comprehensive administrative support to the Operations team. This position works closely with the Operations Chief and the Associate Director of Operations to provide day-to-day support.

This position is eligible to participate in the firm's flexible work program.

RESPONSIBILITIES/ESSENTIAL FUNCTIONS:
• Provides administrative support including opening and distributing mail, word processing, proofreading, copying, scanning and other types of support as needed
• Prepares draft communications, such as memos and department emails
• Assist with answering and screening telephone calls for the Operations Chief and Associate Director of Operations
• Updates and maintains the outlook calendar for the Operations Chief and Associate Director of Operations, coordinates logistics for meetings, and ensures awareness of scheduled meetings and appointments
• Assists with scheduling department events, training sessions, and meetings
• Distributes General Ledger reports from Accounting to appropriate department Managers for review
• Handles attorney requests, such as making restaurant reservations or researching amenity information locally or in other cities; performs research and concisely summarizes findings
• Provides lunch coverage for Meeting and Events team as well as Reception team, as needed
• Processes and tracks all departmental check requests and vendor invoices, and works with Accounting and vendors to resolve any outstanding invoices
• Assists with vendor outreach and scheduling as requested
• Assists with maintaining the Operations departments intranet pages
• Responsible for taking notes during weekly operations meeting and for the distribution to all department managers. Keeps track of progress of tasks and follows up according to deadlines
• Assists with maintaining the firm’s security key card system including assigning and replacing security cards
• Organizes and works on special projects as requested by Operations Chief, Associate Director of Operations and managers of the Operations department
• Performs other duties as assigned

WORK ENVIRONMENT:
• Position operates in a professional office environment which is usually quiet to moderate
• Position routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
• Position requires that the employee be able to multi-task in a fast-paced work environment

PHYSICAL DEMANDS:
• While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, and crouch. Requires good hand-eye coordination, arm, hand, and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment, and read information. Frequently required to sit, reach with hands and arms, talk, and hear.
• Ability to carry or lift items weighing up to 20 pounds

KNOWLEDGE, SKILLS, AND ABILITIES:
• The ability to communicate professionally and effectively, both in oral and written form
• Proficient with Microsoft Office suite software (Word, Excel, Outlook)
• The ability to multi-task, prioritize/coordinate deadlines, and track progress of tasks
• Ability to organize workflow and use time efficiently
• Ability to demonstrate attention to detail and accuracy
• Excellent customer service skills
• Ability to effectively manage shifting priorities and competing deadlines
• Must establish and maintain effective working relationships in or out of a team environment
• Understands and adopts the organizational structure
• Possesses the attitude of collaboration and sharing
• Willingness to learn and adopt new methodologies
• Must maintain confidentiality of work-related information and materials
• Flexibility to work overtime on an as-needed basis

EDUCATION AND EXPERIENCE:
• Bachelor’s Degree preferred
• 2+ years of work experience in a law firm or similar professional environment preferred

OTHER DUTIES:
This description outlines the basic requirements of this position. It is not intended to be a complete description as other duties may be assigned.


**Wiley is committed to the continued health and safety of all members of the firm and requires all members to be fully vaccinated against COVID-19. Therefore, all newly hired personnel must be fully vaccinated against COVID-19 by their start date. Proof of vaccination will be required. Wiley will provide reasonable accommodation(s) based on approved medical or religious accommodation requests.

**Wiley is an Equal Opportunity Employer with a strong commitment to the achievement of excellence, diversity and inclusion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

***This Organization Participates in E-Verify. This employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. Employers may not use E-Verify to pre-screen job applicants and may not limit or influence the choice of documents you present for use on the Form I-9.