Assistant Office Administrator – San Francisco, CA

Our client, a global Am Law 100 firm, is seeking an experienced Assistant Office Administrator. This position is based in the San Francisco office and will also support the Silicon Valley (Menlo Park) office.

About the role
Under direction from the Office Administrators ("OA"), perform administrative duties related to the San Francisco and Silicon Valley offices. Responsible for providing support and timely providing all pertinent information to the Office Administrators to assist in the management of all staff. Fulfills an integral role as part of the management team for the San Francisco and Silicon Valley offices to ensure efficient and continuous operations of our local office, providing the support needed to allow for consistent and successful delivery of high quality, client first service, by all team members.

Job functions
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:

• Arrange secretarial and paraprofessional coverage and notary service
• Each morning, assign Secretarial coverage and communicate with Attorneys regarding their coverage in absence of primary secretary
• Advise, counsel and demonstrate leadership skills with staffing issues
• Assist Office Administrators with hiring, onboarding, counseling/disciplining and termination of support staff
• Promote the client-service orientation of the office by assuring that appropriate client service procedures are utilized by staff and recommending to the Office Administrators any changes in work procedures or other client service matters affecting the San Francisco and Silicon Valley Offices
• Reduce the potential for injury to workers or damage to office equipment by complying with written safety and evacuation procedures. Serves as a member of First Response Team and train others on the same
• Serve as alternate managerial backup for the SF Giants tickets and suite
• Manage invitations for firm events (skating party, holiday party, and others)
• Review and regularly update the designated intranet page for the office
• Review and approve timesheets weekly and Requests for Scheduled Absences
• Cover for the Office Administrators during absences
• Communicate effectively and professionally with clients and all Firm personnel and follow up in a timely manner
• Provide excellent client service to everyone
• Ensure that notifications are submitted to building Security of visitors or guests
• Coordinate office repairs and work orders with building management and/or vendors
• Perform daily office walk-thrus, assessing any office needs and informing the needs to Office Administrators
• Supervise interoffice moves, including moves to/from external locations
• Contribute to the overall success of the Firm by performing other duties as assigned by the OAs
• Supervise Secretarial staff, make reassignments, as necessary, based on needs, skills, workloads, personalities, integration of trainee level support

Qualifications
Required

• Three years previous experience working in an 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 Administrators
• 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 Administrators
• Ability to exercise good judgment
• Ability to take direction, operate objectively and fairly independently
• Flexible, can-do, positive attitude
• Strong leadership qualities (e.g., punctual, reliable, hard-working, team player, etc.)
• Able to work well with all levels within the Firm

Preferred

• Three years supervisory responsibility preferred

Education

• Required: Completion of college courses required
• Preferred: Bachelor's Degree preferred in Human Resource Management or related field

License and certification

• Preferred: CLM or SHRM-CP and/or SCP preferred

Computer/software knowledge

• Required: Proficient with Outlook, Excel, Word, PowerPoint

Work environment

• This position is required to work physically in the San Francisco and Silicon Valley offices Monday-Friday (as public safety conditions allow), with some flexibility.