Human Resources

3 weeks ago

Madison, United States Stafford Rosenbaum LLP Full time

SUMMARY OF POSITION:

Under the general supervision of the Head of HR & Business Development, the Human Resources and Administrative Assistant performs a variety of administrative duties for the Director of Administration, the Director of Finance, and the Head of HR & Business Development. The individual in this role assists with the overall planning, organizing, and execution of office operations functions at Stafford Rosenbaum LLP. In addition, this individual helps identify new opportunities for office efficiencies and implements office policies and procedures.

 

OPERATIONS:

  • Works with receptionists to determine and assign support staff coverage
  • Assists in maintaining documentation of standard operating procedures related to firm policies and procedures.
  • Prepares agendas and minutes for staff meetings
  • Provides oversight and direction for preparations for firm events
  • Coordinates attorney dues and memberships


ADMINISTRATIVE SUPPORT:

  • Types and/or drafts correspondence, memoranda, etc. as requested.
  • Proofreads correspondence, memoranda, and other documents; presents professional documents through application of proper spelling and grammar rules
  • Utilizes master calendar and scheduling system; communicates schedule to receptionist and organizer
  • Monitors basic cleanliness and upkeep of office and informs appropriate personnel of any problems
  • Assists with scheduling and coordination of meeting materials for the Director of Administration, the Director of Finance, and the Head of HR & Business Development, if so directed
  • Provides administrative support for the Director of Administration, the Director of Finance, the HR & Business Development, and the Marketing Specialist.
  • Communicates work assignments to office services assistants and accounting
  • Demonstrates effective teamwork and communication with attorneys and staff, actively participates in staff meetings, prioritizes assignments and work needs, and works well under occasional periods of pressure and short deadlines.
  • Performs special projects, including but not limited to: scanning and saving documents and files; destroying files as directed; photocopying; giving office tours and introductions to new hires.

 

MARKETING SUPPORT:

  • Assists with the coordination of presentation and/or marketing materials needed for firm, practice areas, and attorneys
  • Plans and executes business development events or gatherings
  • Assists with feedback gathering after events
  • Assists with drafting, revising, and maintaining attorney web bios and summaries of qualifications (SOQs)
  • Uploads blogs, press releases, and other content to the firm’s website, intranet, and social media accounts
  • Assists with the coordination of recognition and award nominations
  • Coordinates and allocates business development gifts

 

FACILITIES:

  • Makes recommendations to Head of HR & Business Development for changes or improvements to office or workstation utilization
  • Works with office building facilities personnel regarding building access, maintenance, and parking
  • Coordinates movement of furniture, equipment, and general setup during workstation assignment changes


COMPETENCIES:

  • Office management aptitude
  • Effective oral and written communication skills
  • Ability to read, write, and proofread (e.g. punctuation, grammar, spelling) professional correspondence
  • Professional client services manner
  • Communicate and follow instructions respectfully and effectively from a diverse group of people
  • Solid team player with demonstrated ability to work successfully with attorneys, clients, staff, community, and business partners
  • Ability to organize, prioritize, work independently, and handle multiple deadlines under time constraints
  • Computer operation and knowledge that includes Microsoft Office, Word, and Excel
  • Detail-oriented with excellent follow-through and project management skills
  • Ability to work on complex projects with general direction and minimal guidance
  • Knowledge of social media marketing


REQUIRED EDUCATION AND EXPERIENCE:

  • At least two years of office administrative assistance experience, preferably in a law firm or professional services environment.
  • Associate's degree in Business Administration, Human Resources, Marketing, Communications, or business-related areas, or equivalent on-the-job experience.

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