Department Assistant – Marketing and Business Development

WilmerHale; Washington (District of Columbia); Hybrid; USD 78,000 - 97,000; Full time

Benefits offered by this job

Hybrid schedule

Medical, dental, and vision insurance

401(k) with company match and profit‑‑

Paid time off and holidays

Job summary

WilmerHale is seeking an organized Department Assistant to join the global Clients & Markets team in a hybrid role. You will provide essential administrative support to business development, marketing, and communications, coordinating with over 50 team members to ensure a seamless client experience.

The ideal candidate will be motivated, detail-oriented, and able to communicate effectively with attorneys and colleagues at all levels.

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 5 years of administrative experience in a professional environment preferred.
• Experience in a legal or professional services setting is a plus.
• Ability to work independently on projects with minimal supervision.

Responsibilities

• Provides high level customer service to Clients & Markets team members and internal/external clients.
• Processes and reconciles invoices for department expenses and tracks department travel expenses.
• Organizes and schedules department meetings, events, and trainings, including in-office and virtual participation.
• Maintains department email lists, Teams channels, intranet pages, and memberships.
• Supports charitable event sponsorships and coordination of budget approvals and outcomes.
• Coordinates participation in associations and membership groups.
• Manages distribution of tickets for events in Boston and Washington DC.
• Assembles marketing materials including practice descriptions and lawyer biographies.
• Schedules and assists with department training programs and onboarding for new hires.
• Maintains data related to pitches and RFPs and assists with reporting on activities.
• Supports special projects requested by Markets & Clients leadership.

Skills

Interpersonal skills

Multitasking

Attention to detail

Time management

Microsoft 365 proficiency

Team collaboration

Discretion with confidential data

Adapt to AI tools

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft Outlook

Job description

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.

About The Role

As the Department Assistant for the global Clients & Markets Department, you will be an integral member of a dedicated team providing administrative and office support to business development, marketing, and communications professionals. In this role, you will collaborate with over 50 team members to execute tasks that are essential to ensuring a successful client experience. The ideal candidate will be a motivated and organized self-starter with strong interpersonal skills to effectively communicate with attorneys and colleagues at all levels within the firm. You should be eager to learn and engage in various projects. This position is critical to the marketing and business development functions of the firm.

What You Will Be Doing

• Customer Service: Provides a high level of customer service to Clients & Markets team members and internal and external clients.
• Invoice Processing: Processes and reconciles invoices for department-level expenses, including tracking monthly spending on the department credit card. Also assists with processing travel-related expenses.
• Scheduling and Coordination: Organizes and schedules department meetings, events, and training programs, ensuring maximum attendance and facilitating both in-office and virtual participation.
• Resource Maintenance: Maintains department email distribution lists, Microsoft Teams channels, intranet pages, and memberships, acting as a centralized point of contact for department personnel.
• Event and Sponsorship Coordination: Supports the execution of charitable event sponsorships and contributions by liaising with outside organizations, managing benefits such as branding visibility and event attendance, coordinating budget approvals, and tracking participation and outcomes.
• Association and Membership Management: Coordinates the department’s participation in various associations and membership groups.
• Ticket Distribution: Manages the distribution of sporting and other event tickets in Boston and Washington DC.
• Marketing Material Assembly: Assists with assembling marketing materials including practice descriptions and lawyer biographies in support of new business pursuits.
• Training: Schedules and assists with the coordination of department training programs, including new hire onboarding.
• Data Management: Helps maintain data related to tasks such as pitches and RFP submissions and assists with tracking and reporting on various Clients & Markets activities.
• Special Projects: Assists with special projects as requested by the Markets & Clients leadership team.
• Professionalism: Displays integrity, quality service, and a “can do” attitude to internal members/departments of the firm as well as external clients and vendors via email, written correspondence, telephone, and in-person.
• Resource Coordination: Proactively maintains department email distribution lists, Microsoft Teams channels, intranet pages and acts as a centralized point of contact to department personnel regarding these resources.
• Demonstrates a strong commitment to professionalism, delivering high-quality service, and maintaining a positive, solution-oriented (“can-do”) approach. Effectively supports internal departments, external clients, and vendors through clear, courteous communication via electronic correspondence, telephone, and in-person interactions.

Required Skills

What You Will Bring to This Position

• Well-developed and professional interpersonal skills; ability to interact effectively with people at all organizational levels of the firm.
• Ability to juggle multiple responsibilities and deadlines, excellent attention to detail, ability to take initiative and work independently with minimal supervision.
• Strong attention to detail, exceptional proofreading skills, sense of ownership, and commitment to quality.
• Strong time management skills to organize and prioritize workload, balance expectations, and meet deadlines.
• Advanced proficiency in Microsoft 365, including Word, PowerPoint, Excel and Outlook.
• Thrives in a collegial team environment with a flexible mindset, customer-service focus and willingness to collaborate.
• Ability to handle confidential and sensitive information with the appropriate discretion.
• Remains open to technological change as generative AI becomes more integrated into the firm’s practice, actively develop comfort with new tools, and adapt how work is performed to support efficiency and innovation.

Required Experience

Education

• Bachelor’s degree or equivalent experience preferred.

Experience

• 5 years’ administrative experience working in a professional environment and interfacing with senior-level colleagues is preferred.
• Experience in a legal or professional services organization is a plus.
• Prior experience working independently or with little supervision on some projects.

Why Join Us?

• A values driven firm that fosters collaboration and respect
• The hiring range for this position is $77,500 – $96,900 annually, with final compensation based on experience, qualifications and internal equity.
• This position is eligible for a Hybrid Schedule
• Medical, dental, and vision insurance
• 401(k) with company match and profit-sharing options
• Paid time off and holidays

Our Commitment

Wilmer Cutler Pickering Hale and Dorr LLP (WilmerHale) is an equal opportunity employer and is committed to compliance with all applicable laws prohibiting employment discrimination. It is our policy to take all employment actions and make all employment decisions without regard to race, color, religion, creed, gender, sex (including pregnancy), sexual orientation, gender identity or expression, national origin, ancestry, age, marital status, citizenship status, genetic predisposition or carrier status, disability, military status, status as a disabled or other protected veteran, or any other protected status under applicable law. WilmerHale will make reasonable accommodation for qualified individuals with disabilities and otherwise as required by applicable law.
For more information about Equal Employment Opportunity.

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This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right at all times, in its sole discretion, to add or subtract duties and responsibilities, as it deems necessary.