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Administrative Coordinator

Wendel Rosen LLP is a mid-sized law firm with its primary office located in Oakland, right above the 12th Street BART station. We have an immediate need for an Administrative Coordinator to provide administrative support to the Chief Operating Officer and Office Operations Supervisor.

Job responsibilities include, but are not limited to the following:

  • Assist Chief Operating Officer and Office Operations Supervisor with administrative tasks, including the handling of confidential materials as required
  • Coordinate internal and external Firm events: assist with planning, catering and other details necessary for all aspects of staff appreciation events, Attorney and/or staff meetings, milestone anniversaries, holiday parties, summer picnics, Attorney retreats, etc.
  • Process invoices utilizing Firm’s Chrome River software
  • Maintain administrative files (electronic, hardcopy binders, etc.)
  • Provide general support services for the staff
  • Work closely with outsourced office services team
  • Build relationships and work closely with the Firm’s Marketing team for internal events
  • Point of contact for all Facilities issues
  • Maintain relationships with building management and building security
  • Submit work order requests to building personnel and outside vendors as needed
  • Ensure offices/workstations are set up for new hires
  • Coordinate Life Safety-Disaster Preparedness programs
  • Conduct other duties as assigned

Requirements

  • Thrive in a fast-paced environment
  • 3 to 5 years’ experience in an Administrative Assistant role
  • Comfortable juggling numerous projects and deadlines simultaneously
  • Ability to jump in and tackle projects with minimal direction
  • Excellent written and verbal communication skills
  • Meticulous attention to detail
  • Proficient in Microsoft Office applications (Outlook, Word, Excel, and PowerPoint)
  • Ability to maintain a high level of confidentiality and discretion
  • Maintain professionalism with Attorneys, staff, clients and vendors alike

Ideal candidates will have:

  • Law firm experience
  • Other software (e.g., reserving conference rooms and placing work orders)
  • 2 to 4 years college (preferably an Associate or Bachelor’s degree)
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