Assistant Office Administrator (Washington DC)

Sheppard Mullin Richter & Hampton LLP • Full-time • Washington, District of Columbia, United States • $85k - $110k / year • 1d ago

Sheppard, Mullin, Richter & Hampton LLP, a global Am Law 50 firm, is seeking an experienced Assistant Office Administrator based in the Washington DC office.

This position works directly with attorneys and staff in the Washington DC office and reports to the Washington DC Office Administrator.

The ideal candidate will have the ability to use discernment and good judgment in performing human resources and management functions, will fairly and consistently apply laws, regulations, policies, and procedures, will develop and maintain cooperative and collegial relationships with staff and attorneys, and exhibit unquestionable integrity and ethical behavior at all times.

Essential Functions of Job:

Successful job applicants will be able to perform these essential functions with or without requested reasonable accommodations. Functions include, but are not limited to, the list below:

Anticipate and respond to employee relations issues, including policy distribution and interpretation, counseling, and disciplinary issues.
Advise, counsel and demonstrate leadership skills with staffing issues
Advise managers on HR issues such as counseling employees.
Ensure firm policies are followed and employee relations issues are addressed in a timely and appropriate manner.
Screen, test, interview and make hiring recommendations for Washington DC non-attorney staff positions.
Oversee onboarding and new hire orientation of staff and attorneys, including initial orientation, training and evaluation.
Conduct 90-day and annual reviews for Washington DC secretaries and clerks.
Coordinate performance evaluation process for department staff, admin support, paralegals and practice specialists.
In conjunction with the Office Administrator, make recommendations for staff salary increases and bonuses.
Identify needs and coordinate ongoing training for secretaries, paralegals, clerks, and department staff.
Work closely with secretarial coordinator and oversee daily staffing needs.
Supervise Secretarial staff, make reassignments, as necessary, based on needs, skills, workloads, personalities, integration of trainee level support.
Conduct staff exit interviews.
Promote the client-service orientation of the office by assuring appropriate client service procedures are utilized by staff and recommending to the Office Administrator any changes in work procedures or other client service matters affecting the office
Review and regularly update the designated intranet page for the office
Cover for the Office Administrator during absences
Perform daily office walk throughs, assessing any office needs and informing the needs to Office Administrator
Plan and participate in office activities, and other events and projects within the Washington DC office.
Communicate effectively and professionally with clients and all Firm personnel and follow up in a timely manner
Contribute to the overall success of the Firm by performing other duties as assigned by the OA.

Supervisory Responsibilities:
Assist with and provide the initial draft proposed secretarial staff reassignments, as necessary, based on needs, skills, workloads, personalities, and integration of trainee level support.

Qualifications and Experience
Required Qualifications:

Three (3) years previous experience working in a HR position
Law firm experience preferred
Ability to read, respond timely/accurately to and organize a high volume of emails
Proficient with Outlook, Excel, Word, PowerPoint
Time management skills
Maintain a professional appearance and positive attitude
Willingness to cheerfully stretch beyond a managerial role to help wherever needed
Flexibility to work outside normal office hours when necessary
Strong organizational skills and the ability to be a self-starter
Ability to maintain strict confidentiality and communicate regularly with Office Administrator
Outstanding attention to detail combined with exceptional spelling, grammar, and proofreading skills
Excellent listening, comprehension and communication skills – the ability to establish and maintain an effective means of communication and close collaboration with the Office Administrator
Ability to exercise good judgment
Ability to take direction, operate objectively and fairly independently
Strong leadership qualities (e.g., punctual, reliable, hard-working, team player, etc.)
Able to work well with all levels within the Firm

Preferred Qualifications: Three (3) years supervisory responsibility preferred

Education
Required: Completion of college courses required.
Preferred: Bachelor's Degree
Major: Human Resource Management or related field

License and Certification
Preferred: CLM or SHRM CP and/or SCP preferred

Computer/Software Knowledge
Required: Proficient with Outlook, Excel, Word, PowerPoint

Work Environment

This position is required to work physically in the Washington DC office Monday-Friday, with some flexibility.

Travel Requirements
Occasional travel, up to 10%.

Washington DC: The pay range for this position is: $85,000 - $110,000 per hour. Medical, vision, and dental coverage is available, including coverage for dependents and domestic partners. Please note that the foregoing compensation and benefit information is a good-faith assessment associated with this position as of the time of this posting and is provided pursuant to the District of Columbia Wage Transparency Omnibus Amendment Act of 2023.

Sheppard Mullin is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity and/or expression, national or ethnic origin, ancestry, citizenship, age, marital status, protected medical condition, physical or mental disability, veteran status, or any other characteristics protected by law.

Req: #2025-3349

#LI-CW1 #LI-Onsite #LI-Fulltime #LI-Associate

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