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Assistant Office Administrator

California  - Los Angeles

Sheppard, Mullin, Richter & Hampton LLP, a global Am Law 100 firm, is seeking an experienced Assistant Office Administrator based in the Downtown Los Angeles office.

Essential Functions of Job:
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:

  • Anticipate and respond to employee relations issues, including policy distribution and interpretation, counseling, and disciplinary issues
  • Advise, counsel and demonstrate leadership skills with staffing issues
  • Advise managers on HR issues such as counseling employees
  • Ensure firm policies are followed and employee relations issues are addressed in a timely and appropriate manner
  • Screen, test, interview and make hiring recommendations for Los Angeles non-attorney staff positions
  • Oversee onboarding and new hire orientation of staff and attorneys, including initial orientation, training and evaluation
  • Conduct 90-day and annual reviews for Los Angeles secretaries and clerks
  • Coordinate performance evaluation process for department staff, admin support, paralegals and practice specialists
  • In conjunction with the Office Administrator, make recommendations for staff salary increases and bonuses
  • Identify needs and coordinate ongoing training for secretaries, paralegals, clerks, and department staff
  • Work closely with secretarial coordinator and oversee daily staffing needs
  • Supervise Secretarial staff, make reassignments, as necessary, based on needs, skills, workloads, personalities, integration of trainee level support
  • Conduct staff exit interviews
  • Review and regularly update the designated intranet page for the office
  • Cover for the Office Administrator during absences
  • Perform daily office walk throughs, assessing any office needs and informing the needs to Office Administrator
  • Plan and participate in office activities, and other events and projects within the Los Angeles office
  • Communicate effectively and professionally with clients and all Firm personnel and follow up in a timely manner
  • Contribute to the overall success of the Firm by performing other duties as assigned by the OA

Supervisory Responsibilities:
Supervise Secretarial staff, and make reassignments, as necessary, based on needs, skills, workloads, personalities, and integration of trainee level support.

Required Qualifications:

  • Three years previous experience working in a 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 Administrator
  • 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 Administrator
  • 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 Qualifications: Three years of supervisory responsibility preferred.

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 Los Angeles office Monday-Friday, with some flexibility. Occasional evening and weekend work may be required as the workload demands.

Travel Requirements
Occasional travel, up to 10%.

Physical Demands
The employee will frequently be required to walk and sit, as well as to lift, move and carry objects weighing up to 30 pounds, aided by a hand cart or rolling cart. Prolonged sitting/standing at desk, keyboarding, and repetitive hand motion.

We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring Ordinance.



Ad #A09227732
Posted: 9/21/2022 7:35:18 PM
LA Human Resources
Sheppard, Mullin, Richter & Hampton, LLP
333 South Hope St, 43rd Floor, Los Angeles, California 90071
Phone: 213-617-4120

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