D3 Search is actively recruiting an Assistant Office Administrator for a highly respected international AMLAW ranked law practice with an office located in Los Angeles, CA (90067)
Position Title:
Assistant Office Administrator
- Note: 3+ years previous HR experience in a law firm or professional services setting or a combination of experience and education is REQUIRED.
Location/Map:
Los Angeles, CA (90067)
Employment Status:
Full-time | direct hire employment opportunity. Exempt role.
Employer Work Model:
Onsite work model with some flexibility.
Summary:
This Assistant Office Administrator position works directly with attorneys and staff in the Century City office and reports to the Century City Office Administrator. The ideal candidate will have the ability to use discernment and good judgment in performing human resources and management functions, will fairly and consistently apply laws, regulations, policies, and procedures, will develop and maintain cooperative and collegial relationships with staff and attorneys, and exhibit unquestionable integrity and ethical behavior at all times.
Essential Functions of Job:
Successful job applicants will be able to perform these essential functions with or without requested reasonable accommodations. Functions include, but are not limited to, the list below:
- Anticipate and respond to employee relations issues, including policy distribution and interpretation, counseling, and disciplinary issues.
- Advise, counsel and demonstrate leadership skills with staffing issues
- Advise managers on HR issues such as counseling employees.
- Ensure firm policies are followed and employee relations issues are addressed in a timely and appropriate manner.
- Screen, test, interview and make hiring recommendations for Century City non-attorney staff positions.
- Oversee onboarding and new hire orientation of staff and attorneys, including initial orientation, training and evaluation.
- Conduct 90-day and annual reviews for Century City secretaries and clerks.
- Coordinate performance evaluation process for department staff, admin support, paralegals and practice specialists.
- In conjunction with the Office Administrator, make recommendations for staff salary increases and bonuses.
- Identify needs and coordinate ongoing training for secretaries, paralegals, clerks, and department staff.
- Work closely with secretarial coordinator and oversee daily staffing needs.
- Supervise Secretarial staff, make reassignments, as necessary, based on needs, skills, workloads, personalities, integration of trainee level support.
- Conduct staff exit interviews.
- Promote the client-service orientation of the office by assuring appropriate client service procedures are utilized by staff and recommending to the Office Administrator any changes in work procedures or other client service matters affecting the office
- Review and regularly update the designated intranet page for the office
- Cover for the Office Administrator during absences
- Perform daily office walk throughs, assessing any office needs and informing the needs to Office Administrator
- Plan and participate in office activities, and other events and projects within the Century City office.
- Communicate effectively and professionally with clients and all Firm personnel and follow up in a timely manner
- Contribute to the overall success of the Firm by performing other duties as assigned by the OA.
Supervisory Responsibilities:
Assist with and provide the initial draft proposed secretarial staff reassignments, as necessary, based on needs, skills, workloads, personalities, and integration of trainee level support.
Qualifications and Experience
Required Qualifications:
- Three (3) years previous experience working in a HR position
- Law firm experience preferred
- Ability to read, respond timely/accurately to and organize a high volume of emails
- Proficient with Outlook, Excel, Word, PowerPoint
- Time management skills
- Maintain a professional appearance and positive attitude
- Willingness to cheerfully stretch beyond a managerial role to help wherever needed
- Flexibility to work outside normal office hours when necessary
- Strong organizational skills and the ability to be a self-starter
- Ability to maintain strict confidentiality and communicate regularly with Office Administrator
- Outstanding attention to detail combined with exceptional spelling, grammar, and proofreading skills
- Excellent listening, comprehension and communication skills – the ability to establish and maintain an effective means of communication and close collaboration with the Office Administrator
- Ability to exercise good judgment
- Ability to take direction, operate objectively and fairly independently
- Strong leadership qualities (e.g., punctual, reliable, hard-working, team player, etc.)
- Able to work well with all levels within the Firm
Preferred Qualifications:
Three (3) years supervisory responsibility preferred
Education
Bachelor's Degree
Major:
Human Resource Management or related field
License and Certification Preferred:
CLM or SHRM CP and/or SCP preferred
Salary/Compensation:
Annual salary range is up to 110K (DOE/DOQ).
Health Benefits Summary:
Comprehensive health benefits package, generous PTO, 401K, paid parking onsite, annual salary increases and lucrative bonuses (based on individual merit & performance), and many other employee-centered perks, etc. Highly collaborative, collegial and supportive work environment.
If interested in this full-time/direct hire Assistant Office Administrator role with this highly respected international law practice located in Los Angeles, CA (90067), and you meet the above qualifications/requirements, please contact the following D3 rep.:
Domenic Ferrante | D3 Search
📬domenic@d3search.com
📌 www.d3search.com
D3 Legal Search LLC (aka D3 Search), and its clients are equal opportunity employers. Pursuant to local ordinances, we will consider qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Initiative for Hiring Ordinance.
