Office Administrative Coordinator

Davis Wright Tremaine LLP; San Francisco (CA); On-site; USD 72,000 - 83,000; Full time

Benefits offered by this job

Health and vision insurance

Volunteer days (2)

Dental plan

Fertility & adoption benefit

Sabbatical

Tuition reimbursement

Commuter benefits

Retirement plan

Job summary

Davis Wright Tremaine LLP in San Francisco is seeking an Office Administrative Coordinator to join our team. This role provides administrative support to the Office Administrator, Operations Supervisor, and Legal Assistant Manager(s), handling calendars, correspondence, meeting notes, and vendor documents.

The position offers a hybrid work arrangement with one remote day and four in-office days. You will coordinate onboarding, events, expense reporting, and liaison with building management,

Qualifications

• 3+ years of administrative experience preferred.
• Maintain high level of confidentiality.
• Solutions driven with a can-do attitude.
• Strong emotional intelligence and adaptability.
• Excellent communication with lawyers, managers and staff.
• Detail oriented and organized with ability to meet deadlines.

Responsibilities

• Act as central hub for office management communications.
• Attend and record notes from administrative meetings.
• Coordinate public transportation passes and vendor programs.
• Manage credit card charges, expenses, and reports.
• Assist with onboarding schedules, office setups and events.
• Liaise with building management and submit vendor invoices.
• Update internal directories, floor plans and contact lists.
• Support IT rollouts, client events and professional development initiatives.
• Track department budgets including BD, sponsorships and travel.

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 an Office Administrative Coordinator to join our team in our San Francisco office.

We offer a hybrid work engagement with one day of remote work, and four 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
• 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
• 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.

California

The annualized salary range for this position in San Francisco is $72,000 to $83,000 ($36.92 to $42.56 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.

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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