Office Administrative Coordinator

Jobvite, Inc.; Portland (OR); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Volunteer days

Dental plan

Fertility and adoption benefit

Sabbatical after 13 years

Tuition reimbursement

Commuter benefits

Retirement contributions

Job summary

Davis Wright Tremaine LLP seeks an Office Administrative Coordinator for our Portland office. This in-office role supports the Office Administrator, Operations Supervisor, and Legal Assistant Manager(s) with calendar management, correspondence, meeting coordination, and vendor management.

Responsibilities include onboarding coordination for new staff, coordinating vendor programs, planning events, and assisting with IT rollouts and budgets. Requires strong organization and communication skills.

Qualifications

• 3+ years of administrative assistant or similar experience.
• High level of confidentiality.
• Solutions-driven with a can-do attitude.
• Strong emotional intelligence and adaptability to different personalities.
• Approachable and friendly demeanor with customer service focus.
• Excellent communication and organizational skills.
• Ability to work independently with minimal supervision.
• Proficiency with MS Office Suite.

Responsibilities

• Serve as central hub for office management and coordinator with the office administrator and supervisors.
• Attend and record notes from administrative meetings and circulate reminders.
• Coordinate public transportation monthly passes and vendor programs.
• Manage vendor invoices and assist with expense reporting.
• Support onboarding for new staff and Summer Associates, including orientations.
• Assist with office projects, IT rollouts, client events, and professional development initiatives.
• Track department budgets and spending across programs.

Skills

Confidentiality

Communication skills

Organization

Teamwork

Education

GED or High School Diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for anOffice Administrative Coordinator to join our team in our Portland office.

This is an essential position that will require five days in-office. This position is responsible for providing administrative support to the Office Administrator, Operations Supervisor and Legal Assistant Manager(s), including day-to-day processing of various administrative matters, typing correspondence, managing calendars and sending meeting invitations, taking meeting notes, sending reminders, keeping track of vendor documents/contracts terms, assisting with special projects/events and tasks, and additional support as assigned.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

On a typical day you will:

• Act as central communication and information hub and representative of the office management team
• Attend various office administrative meetings and record notes/reminders, circulate and maintain notes/reminders as needed
• Coordinate and act as primary office contact for public transportation monthly passes
• Organize and coordinate various special vendor programs including support staff coaching and student internships
• Maintain and track office credit card charges and back-ups, reconcile charges and prepare appropriate expense reports
• Partner and coordinate with firm legal staff and attorney recruiting teams to deliver onboarding coordination including orientation schedules, office setups and events for new staff and attorney hires, including Summer Associates
• Serve as liaison and secondary point of contact for building management and office vendors; submit vendor invoices for payment
• Coordinate with Operations Supervisor to maintain and update internal directories, floor plans and contact lists as needed
• Assist with planning and execution of office projects and programs, including IT (Information Technology) rollouts, client and community service events, office special events, client meetings and professional development initiatives
• Work with Office Administrator, Operations Supervisor and Legal Assistant Manager(s) to track spending for various department budgets including business development, client development/entertainment, sponsorships, travel, staff development, etc.

Join us if you have:

• 3+ years of administrative assistant or similar experience is preferred
• GED or High School Diploma
• High level of confidentiality
• Solutions driven and can-do attitude
• High level of emotional intelligence and ability to flex to different personalities
• Approachable and friendly demeanor
• Helpful attitude with high level of customer service focus; team focus
• Creative thinking with ability to partner/collaborate with others in the office
• Ability to organize assignments; work under pressure and meet deadlines
• Ability to communicate effectively and professionally with lawyers, managers and staff
• High attention to detail and excellent organization skills
• Ability to communicate clearly and work independently with minimal supervision
• Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred
• Accounting and legal marketing experience is preferred; experience in a professional services organization is a plus

Who We Are

Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client's and each lawyer's work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.

What's in it For You?

DWT offers competitive compensation in addition to ample benefits including but not limited to:

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution

This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.

Davis Wright Tremaine LLP fosters a culture where all talented individuals - including those who are traditionally underrepresented in the legal profession - can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm's commitment to DEI here: www.dwt.com/dei.

Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [e-mail].

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