Administrative Coordinator

Profile

Administrative Coordinator

Responsibilities: Assist Office Manager with the maintenance of all administrative files including employee/partner, vendor, HR forms, marketing, CLE, programs related to human resources, legal recruiting, etc. Assist with recruiting for non-legal staff candidates Adhere to Affirmative Action (AA) guidelines by posting job ads. Maintain spreadsheet for applicant tracking purposes. Posting position internally & externally. Review all resumes independently for Hiring Partner review. Coordinate interview schedules by communicating directly with applicants or recruiters & sending calendar invites. Check that evaluation are completed. Communicate offers and coordinate offer/confirmation letters. Coordinate all attorney interviews with other Steptoe offices – whether in person or via VC. Coordinate on-campus interviews and resume collection. Patent Law Interview Program and other relevant interview programs as needed (produce binders, assist Steptoe attorneys with weekend schedule). Coordinate all callback interviews & lunches. Assist candidates with travel arrangements and reimbursements. Periodic communication with selected candidates until Summer Program begins. Onboard NYO Summer Associates. Coordinate, schedule, calendar and attend summer events, training & trips. Close out the Summer Program (reviews & work binder) and facilitate offers. Electronic notifications for all new hires. Conduct firm orientation and training for staff and attorneys. Coordinate photography appointments for all new attorneys and forward to Marketing for posting on website. New Hire Office setup. Coordinate Denim Friday programs. Point of contact for Wage Works. Prepare and maintain reference binders in visiting attorney offices. Maintain and process employee forms such as PCN, DCF, Position Justifications, etc. Prepare all building requests for off-hour security and freight elevator usage. Assist in scheduling and planning meetings with/for Office Manager, as well as various other office meetings and events to include NYO Holiday Party, Staff Appreciation Week, NYO Outings, NYO Business Development events, client specific dinners/events, etc. Active participant in Wellness Committee. Responsible for updating NYO Emergency Procedures and emergency item inventory. Team Lead for Preparis Crisis safety tea. Responsible for updating NYO Reference Guide & NYO Telephone Directory. Process the check requests and assist DC Accounting with tracking outstanding checks. Responsible for submitting A/P invoices via Chrome. Provide attorney biographies and firm resumes to attorneys upon request including bio packets and interview schedules utilized during the recruiting process for lateral partners. Coordinate with DC Marketing office to produce RFP’s and PowerPoint presentations. Prepare and mail assigned correspondence. Arrange gift/flower purchases from firm for occasions such as weddings, get well. Assist in providing hotel and restaurant recommendations to visiting attorneys. Back-up to local IT - setting up VC’s/presentations/ projections, loaner laptops, loaner hot spots, thumb drives, trouble-shooting with User Support and any other basic hardware issues. Provide daily overtime coverage for reception and additional backup when necessary which includes assigning conference rooms and visiting attorney offices, meal orders for meetings, ordering car service and entering of names into the building’s visitor security database. Serve as a backup when Office Manager is out of office. Assist with special projects and complete other duties as assigned.

Company info

Steptoe & Johnson LLP.
750 Seventh Avenue
New York
New York
United States 10019
Website : http://www.steptoe.com