Legal Talent Operations Assistant

Description/Job Summary

The Legal Talent Operations Assistant is responsible for providing administrative and office support functions to the Legal Talent Department. The Assistant will manage records and files, handle incoming calls, correspond with incoming associates, process reimbursements and invoices, and liaise with various departments and external contacts.

Responsibilities/Duties

• Provide administrative support to the Legal Talent department with day-to-day operations including maintenance of office files, databases, confidential records, forms and other related information for the department; verifying data for accuracy and completeness
• Screen calls for multiple lines, take messages and direct inquires to appropriate resources and/or personnel accordingly
• Prepare arrival packets for all incoming associates
• Review and process all incoming associate expenses (including salary advances, broker fees, bar review courses, etc.)
• Create and distribute arrival memos for incoming associates
• Enter all incoming associate information into internal HRIS system and external website
• Maintain the files for both active and departed associates (including all file documentation); maintenance and removal of files in warehouse
• Review-related assistance, including file preparation
• Maintain and monitor associate vacation carryover, via the vacation tracking database
• Handle employment verification requests, including court and bar verifications
• Update and distribute associate listing (Class Chart) each month; assist with/maintain various tracking charts, including other weekly/monthly reporting
• Update the firm's Utilization Report bi-monthly
• Process and monitor bar admissions and bar-related expenses; prepare bar affidavits; liaise with Purchasing to process business cards for newly-admitted associates
• Sheppard immigration-related documentation for all non-US citizen associates
• Manage health club subsidies/memberships
• Reconcile expenses with Finance on a quarterly basis and other general budgeting support
• Coordinate with Conference Services to schedule department-related meetings for room reservations, food/beverages and audio/visual equipment needs
• Maintain established Firm and departmental policies and procedures
• General Professional Development Manager/Coordinator and Legal Training team executive level support
• Assist Diversity, Equity & Inclusion team with scheduling of Affinity Group outings/meetings and other administrative functions as needed
• Assist Legal Recruiting administrative function seasonally as needed
• Perform other relevant duties as assigned

Required Skills

• 2-4 years of relevant equivalent experience
• Excellent verbal, written and interpersonal skills
• Strong administrative and data management skills, with attention to detail
• Excellent time management skills and ability to organize, multi-task and prioritize work in a high pressure environment
• Proficiency in MS Office Suite
• Ability to establish and maintain cooperative working relationships
• Ability to maintain confidential and sensitive information

Preferred Skills

• Advanced knowledge of MS Excel and PowerPoint preferred

Required Education

• High School diploma or GED equivalent required

Preferred Education

• Bachelor's degree preferred

Details

Salary Information

The estimated base salary range for this position is $60k to $65k at the time of posting. The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning that it is overtime pay eligible.