Office Administrative Coordinator

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 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 seeks to hire, develop and grow lawyers and business professionals who combine deep legal expertise, technological fluency, business acumen, and emotional intelligence—creating an excellent, inclusive, adaptive workforce that fuels exceptional client outcomes.

At Davis Wright Tremaine LLP, every employee has the right to work in an environment free from all forms of unlawful discrimination.  It is our policy to hire, promote, transfer, terminate, and make all employment-related decisions without regard to an employee’s sex (including pregnancy, childbirth, breastfeeding, or related medical condition), race, color, ancestry, sexual orientation, gender, gender identity, gender expression, national origin, religious creed, age, marital status, physical or mental disability, genetic information, medical condition, military condition, military or veteran status or any other basis prohibited by applicable local, state, or federal laws.

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 [email protected].  

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