Administrative Assistant

DLA Piper is, at its core, bold, exceptional, collaborative and supportive.  Our people are the backbone, heart and soul of our firm.  Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career.  Let’s see what we can achieve. Together.

Summary    

Operates a multi-line telephone console and directs calls appropriately and effectively. Greets clients, vendors and visitors and directs them to the appropriate parties or destination. Performs front desk duties for a specified office. Provides clerical and administrative support to staff, managers and/or directors for an assigned area or department. Answers phones, creates and/or types Word, Excel and PowerPoint documents, tracks data, processes invoices, maintains department files, schedules meetings, etc. Provides administrative support to staff, managers and/or directors for an assigned area or department.

Location

This position is located in our Seattle office.  

Responsibilities  

• Answers main phone lines to the office and directs the calls appropriately.

• Welcomes clients, vendors, and visitors to the office and notifies the appropriate parties of their arrival.

• Arranges catering orders for meetings.

• Assists with miscellaneous projects.

• Tracks parking validations.

• Schedules conference rooms and hoteling offices.

• Records incoming deliveries and arranges delivery with secretary/attorney.

• Prepares check requests for general office invoices.

• Maintains daily visitor log.

• Works with supervisor to submit and track building maintenance and other tenant issues.

• May be asked to assists with coordination of marketing events to include creating name tags, sign in sheets, greeting guests, etc.

• Processes department invoices. Reviews for accuracy and submits for approval.

• Compiles all receipts to submit for reimbursement. Reviews receipts to reconcile credit card charges. Completes expense reports as required.

• Maintains department files to include both hard and electronic copies. May index and close files as necessary.

• Types, proofreads and edits/updates various documents to include memos, letters, contracts, spreadsheets, emails, etc.

• Coordinates office and/or department events to include Blood Drives, special events, parties, etc.

• Performs other duties specific to assigned office/desk. These may include working with vendors to finalize purchases, issuing office badges, functioning as receptionist.

• Other duties assigned.

Desired Skills   

Must have intermediate level skills in Word and Excel and have the ability to learn additional skills through in-house training and education. Must be able to type 50 wpm. Intermediate level skills in Word, Excel, and PowerPoint. Strong communication and interpersonal skills required to interact with staff and attorney on a regular basis. Good organizational skills necessary to maintain files, coordinate schedules and track a variety of data. Ability to work effectively in a fast-paced environment.
  

Minimum Education   

• High School Diploma or GED

Preferred Education 

• Bachelor’s Degree

Minimum Years of Experience  

• 2 years’ experience providing clerical and administrative suppor