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.