Job Description

This is an exciting opportunity to work for one of the top law firms in the U.S.  Davis Wright Tremaine LLP is seeking an experienced Office Administrative Coordinator to join our team in Portland. 

This position is responsible for providing administrative support to the Office Administrator, Operations Supervisor and Secretarial Services Manager including day-to-day administrative matters, typing correspondence, managing calendars and sending meeting invitations, taking meeting notes, sending reminders, keeping track of vendor documents/contracts terms, assisting with special projects/events and tasks, and additional support as assigned.

At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion and innovation.

Your contribution includes
  • Acting as central communication and information hub and representative of the office management team
  • Attending various office administrative meetings and record notes/reminders, circulate and maintain notes/reminders as needed 
  • Coordinating and act as primary office contact for public transportation monthly passes
  • Organizing and coordinating various special vendor programs including support staff coaching and student internships
  • Maintaining and tracking office credit card charges and back-ups, reconcile charges and prepare appropriate expense reports 
  • Maintaining office Secretary/Attorney Information Spreadsheet and Master Data Directory (MDD)
  • Partnering and coordinating with firm staff and legal recruiters to deliver onboarding, setups and events for new staff and attorney hires, including Summer Associates
  • Serving as liaison and secondary point of contact for building management and office vendors; submit vendor invoices for payment
  • Coordinating with Operations Supervisor to maintain and update internal directories, floor plans and contact lists as needed
  • Serving as secondary point of contact in absence of Office Administrator, assisting attorneys and staff with questions regarding office procedures, workflow, etc.
  • Assisting with planning and execution of office projects and programs, including IT rollouts, client and community service events, office special events, client meetings and professional development initiatives
  • Working with Office Administrator, Operations Supervisor and Secretarial Services Manager/Supervisor to track spending for various department budgets including business development, client development/entertainment, sponsorships, etc.
  • Assisting with expense report reviews in the absence of the Office Administrator, Operations Supervisor and Secretarial Services Manager/Supervisor
Join us if you have
  • 3+ years of administrative assistant or similar experience is preferred
  • A solutions driven and can-do attitude
  • Ability to maintain high level of confidentiality
  • High level of emotional intelligence and ability to flex to different personalities
  • Helpful attitude with high level of customer service focus
  • Creative thinking with ability to partner/collaborate with others in the office
  • Ability to organize assignments; work under pressure and meet deadlines
  • Ability to communicate effectively and professionally with lawyers, managers and staff
  • High attention to detail and excellent organization skills
  • Ability to communicate clearly and work independently with minimal supervision
  • Strong computer skills with a knowledge of Microsoft Outlook, Word and Excel is required; knowledge of all MS Office products strongly preferred
  • Accounting and legal marketing experience is preferred; experience in a professional services organization is a plus

Davis Wright Tremaine LLP believes that every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. It is Davis Wright Tremaine’s policy to hire, promote, transfer, terminate, and make all employment-related decisions without regard to an employee’s race, color, sex, religion, age, national origin, handicap, sexual orientation, gender identity, or any other basis prohibited by applicable local, state, or federal laws.

PHYSICAL REQUIREMENTS:  While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to sit; stand; walk; and occasionally stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

This position description intends to describe the general nature and level of work being performed by individuals assigned to this position.  It is not intended to include all duties and responsibilities.
 
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Application Instructions

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