This is an exciting opportunity to work for one of the top law firms in the U.S. Davis Wright Tremaine LLP is seeking an experienced Office Administrative Coordinator to join our team in Portland.
This position is responsible for providing administrative support to the Office Administrator, Operations Supervisor and Secretarial Services Manager including day-to-day 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 and innovation.
Your contribution includes
Acting as central communication and information hub and representative of the office management team
Attending various office administrative meetings and record notes/reminders, circulate and maintain notes/reminders as needed
Coordinating and act as primary office contact for public transportation monthly passes
Organizing and coordinating various special vendor programs including support staff coaching and student internships
Maintaining and tracking office credit card charges and back-ups, reconcile charges and prepare appropriate expense reports
Maintaining office Secretary/Attorney Information Spreadsheet and Master Data Directory (MDD)
Partnering and coordinating with firm staff and legal recruiters to deliver onboarding, setups and events for new staff and attorney hires, including Summer Associates
Serving as liaison and secondary point of contact for building management and office vendors; submit vendor invoices for payment
Coordinating with Operations Supervisor to maintain and update internal directories, floor plans and contact lists as needed
Serving as secondary point of contact in absence of Office Administrator, assisting attorneys and staff with questions regarding office procedures, workflow, etc.
Assisting with planning and execution of office projects and programs, including IT rollouts, client and community service events, office special events, client meetings and professional development initiatives
Working with Office Administrator, Operations Supervisor and Secretarial Services Manager/Supervisor to track spending for various department budgets including business development, client development/entertainment, sponsorships, etc.
Assisting with expense report reviews in the absence of the Office Administrator, Operations Supervisor and Secretarial Services Manager/Supervisor
Join us if you have
3+ years of administrative assistant or similar experience is preferred
A solutions driven and can-do attitude
Ability to maintain high level of confidentiality
High level of emotional intelligence and ability to flex to different personalities
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
Davis Wright Tremaine LLP believes that every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. It is Davis Wright Tremaine's policy to hire, promote, transfer, terminate, and make all employment-related decisions without regard to an employee's race, color, sex, religion, age, national origin, handicap, sexual orientation, gender identity, or any other basis prohibited by applicable local, state, or federal laws.
PHYSICAL REQUIREMENTS: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to sit; stand; walk; and occasionally stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.
This position 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.
Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!
Internal Number: 9587063
About Davis Wright Tremaine LLP
The List that Shaped a Legacy
Davis Wright Tremaine is dedicated to providing excellent legal services, and delivering them in a manner customized to each client’s particular needs and preferences.
This commitment has remained intact for decades as the firm has grown across the nation and to China. Today, Davis Wright is a full-service firm with approximately 500 lawyers in nine offices on the east and west coasts of the United States and in Shanghai. We are recognized for excellence in a broad number of areas, with 89 of our attorneys across 31 practice areas cited as leaders in their fields in the most recent Chambers USA guide, and over 140 of our attorneys across 56 practice areas included in the 2015 edition of "The Best Lawyers in America."
Focused on the Future
While we honor and have great regard for our history, Davis Wright is focused on the future of providing legal services. We believe the future will reward those lawyers and firms that innovate and persist in tuning their services to the real-life, changing business needs of their clients. The ability to deliver customized excellence is based on listening to and understanding our clients, and being sufficien...tly flexible to adapt our approach to the client’s needs in the context of the particular situation in which we were hired. That involves talking with our clients, learning what their success measures are, and collaborating with them to ensure our service helps them accomplish those measures.
This always involves excellent lawyering but it also includes:
deep industry knowledge,
gains in efficiency in performing work that does not require a customized solution, or
the application of technology to reduce cycle time and improve quality.
How We Work with Clients
We use a number of techniques to ensure we understand our clients. We use client teams to enhance communication and collaboration among our lawyers, to advance our understanding of our clients’ business objectives, and to confirm with clients that our service model is aligned with their needs. Each year, we conduct dozens of face-to-face client service interviews, led by senior members of the firm, to solicit specific feedback on our lawyers and work, and to understand how, from the client’s perspective, we can improve. And, on a daily basis, we expect our lawyers to deliver value that includes not just excellent legal service but also business insight, user-friendliness, and flawless support.
We believe the way we work with clients is a distinctive feature of the firm and we make it a priority to reinforce its importance.
Teams That Collaborate
In terms of our services, we supplement depth and strength in the core legal functions of litigation, business transactions, intellectual property, and employment with nationally-recognized, broadly-based teams focused on a number of highly regulated industries—including communications, media, financial services, health care, energy, and hospitality. These teams collaborate effectively to provide a unified legal solution that is well-informed by the particular business and regulatory circumstances that influence our clients’ businesses and the legal work they need.
We focus on what we do extremely well. This means we will not be all things to all clients, but that they will place a high value on their relationship with Davis Wright.