Assistant to the Director of Administration

Assistant to the Director of Administration

Requirements

• Bachelor’s degree and one (1) year of internship or professional experience preferred; or equivalent combination of education and experience
• Demonstrated proficiency in Microsoft Excel, Outlook, Teams, and PowerPoint, as well as WebEx
• Strong organizational skills, attention to detail, the ability to balance multiple tasks in a fast-paced environment, and the ability to manage confidential information with discretion
• Excellent written/verbal communication skills, strong interpersonal skills, and the ability to work independently and as part of a team
• Flexibility to work overtime is required

Responsibilities

• Answer phones, oversee calendar, draft correspondence, and other documents, and maintain files
• Prepare agenda for office management committee and/or partner meetings, schedule conference rooms, monitor follow up action items per DOA request
• Assist with preparation of special projects as requested, such as office emergency plan, guest services binder and directory updates
• Perform and prepare charts and reports related to firm, market and miscellaneous research
• Serve as liaison to employees for direction as to which departments can assist with various requests
• Assist in meeting and event planning and organization
• Process expense reports/reimbursements, including parking and catering invoices
• Assist with annual budget review, monitor expenditures, and provide recommendations to DOA
• Assist with the preparation of the office Business Resumption Plan
• Assist in maintaining records regarding leases and subleases related to the resident office
• Oversee established security standards and procedures
• Follow up as needed with Firm and office vendor contracts
• Communicate regularly with office and Firm Management
• Communicate firm procedures with all office personnel
• Responsible for the administration of specific programs and processes
• Coordinate Firm’s social events – receptions, outings, etc. in conjunction with the DOA, Office Managing Partner, and the Administrative Support Manager
• Maintain office page content on MorganNet
• Works as the FM Systems site coordinator to facilitate vacate and move requests
• Handles the assigning of new personnel extensions
• Collaborates with Business Development, Marketing, Community Relations, Pro Bono and Human Resources to execute annual office-wide events
• Compose internal memos and external correspondence for senior management and review all documentation
• Make travel arrangements for DOA
• Prepare weekly office bulletin
• Track and distribute entertainment tickets
• Process sponsorship requests
• Other duties as assigned

Preferred Qualifications

• Professional services industry experience a plus