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Administrative Assistant

3 months ago

New York, United States Sullivan & Cromwell Full time

**Summary of Position**

We are seeking a meticulous and organized Administrative Assistant (“Admin”) to join our team. The Admin to the IS Technical Training Department assists the technical training department staff with administrative and secretarial functions including, but not limited to, drafting and issuing correspondence, assisting with the coordination and distribution of training tips and announcements; setting-up classes on the training calendar and training database, preparing the classrooms for trainings, and assisting the trainers with day-to-day activities such as answering phones, in particular the training hotline number, arranging conference calls, coordinating meetings, and recording minutes. The Admin also acts as a liaison between the training department and other departments within and outside the IS department.

**ESSENTIAL DUTIES AND RESPONSIBILITIES** (include the following. Other duties may be assigned).
- Attention to Detail
- The most important part of this job is to be observant, with the ability to notice and fix inconsistencies quickly and accurately; organize daily, monthly and annual tasks well; routinizing tasks so they are completed on-time and, update and maintain firm databases.
- Correspondence
- Compose and/or proofread correspondence/reports and assist with all writing projects
- Research and draft summaries
- Manage and announce twice weekly technology announcements
- Keystroke documentation for instructional accuracy; make updates to documentation as directed by trainers.
- Help manage the S&C Technology and Training Department mailboxes.
- Database Management
- Must maintain accurate entries when accessing and updating PeopleSoft and all other databases within the Firm. Must keep personal data private and maintain confidentiality at all times.
- Classes
- Schedule and add classes to the departmental calendar and any other electronic interactions like a database or an LMS
- Set up electronic/remote training sessions w/ the non-New York locations as the need warrants.
- Manage training schedules of the rooms, trainers, and participants.
- Provide attendance sheets and update database/LMS.
- Assist with ongoing training room maintenance. Make sure training room PCs have the most current upgrades installed and that usernames and passwords are correct, current and modified when needed. Make sure user names are correctly placed on the monitors at each workstation and in the correct order. Request from the Help Desk password changes every 90 days.
- Create and distribute the appropriate Essential Forms before a new hire’s start date (some information to come from HR and other sources). There are different Essential Forms - one for newly hired, one for the lawyer transfers from one of the branch offices to New York, one for newly hired staff without a personal telephone line and one for Summer/Fall Associates.
- Send Technology Tips to new hires and bi-monthly tips firm-wide.
- Equipment
- Work with the maintenance department to keep training rooms and training offices clean.
- Liaise and follow up with the Help Desk when training room or trainers’ PCs are not functioning properly.
- Maintain departmental equipment and supplies such as copiers, printers and faxes, paper, pens, etc.
- EUC Metrics
- Run ServiceNow reports, monitor trends, track assessment numbers, and manage other IS related metrics.
- Announce the temp terminations and update PeopleSoft.
- Other Duties:

- Organize (filing and data base entry) hard copy and electronic evaluations.
- Be available to assist not only the training department but other departments within IS with miscellaneous clerical work which includes, but is not limited to, maintaining attendance, preparing vendor bills, completing purchasing requisitions and expense vouchers, updates to PeopleSoft and handling travel arrangements.
- Direct students to appropriate classes and assist other S&C staff who may have questions about training locations (i.e., act as receptionist)
- Order food for lunch hour classes and meetings; confirm attendance numbers with the conference center staff.
- Time permitting, review all documentation (outlines, manuals, quick reference cards, practice documents, workbooks, secretarial transcripts and assessment data) as directed by trainers. Reorder when needed.
- Assist with set-up (prepare hard copies, set-up accounts & pins for online assessments), proctoring and scoring of applicant and secretarial assessments.
- When appropriate, assist trainers prepare score sheets, report cards and certificates, when necessary.
- Set-up and maintain CBTs/LMS accounts and run reports.
- Priorities/Communication

**Supervisory Responsibilities**

Seasonal Interns

**QUALIFICATIONS**
- Requires strong MS Office skills, with emphasis on Word and Excel;
- Must have strong business correspondence skills and an ability to proofread for grammar, spelling and punctuation with substantial accuracy.
- Requires the ability to hand