ROLE: Responsible for providing administrative support to the Chief Operating Officer (COO), Chief Human Resources Officer (CHRO), Chief Information Technology Officer CIO), Controller, Head of Marketing and Office Services Manager as outlined below. Position requires a proactive, detail-oriented person with strong organizational, administrative and technical skills. The person should possess the ability to take initiative and interact with all levels of management and staff with tact and diplomacy. Position requires a demonstration of effective oral and written communication skills, self-motivation and the ability to work independently. The ability to perceive and analyze problems, develop alternatives, and make or recommend sound decisions are essential. Note, this is not a comprehensive list of duties, which may be modified at any time.
Support to COO
- Preparing materials for all firm meetings including, but not limited to: Executive Committee, Equity Partner and all Attorney Meetings
- Transcribing meeting minutes
- Other tasks as assigned
Support to CHRO
- Responsible for monitoring ADP payroll system including edits to individual payroll records, reviewing time off requests and finalizing bi-monthly payroll transmittals
- Initial point of contact for employee questions related to benefits, payroll system and time off requests
- Document staff changes, performance reports and communications in HR system and personnel file
- Monitor Legal Assistant scheduling and assign back-up coverage as needed
- Assistance with full-life cycle recruiting including posting new staff and attorney positions, compiling resumes for review, scheduling interviews, soliciting/compiling candidate feedback and drafting offer letters
- Assistance with planning recruiting events
- Draft new hire orientation schedules and prepare materials and set up new hires in payroll system
- Ensure ethical wall memos are distributed, signed and filed in firm document management system
- Collect and compile materials for CLE courses including submission of course materials for approval, payment of fees and recording attendance
- Assist with setting up annual review cycle for staff and attorneys
- Experience with performance management systems helpful, ViGlobal experience preferred
- Work collaboratively to track HR-compliance related initiatives
- Other tasks as assigned
Support to CIO
- Experience with setup and maintenance of employee performance management systems helpful, ViGlobal experience preferred
- Assist with publishing content to internal SharePoint site
- Assist with administrative tasks as assigned
Support to Controller
- Work collaboratively to ensure successful payroll transmittal on a bi-monthly basis
- Compile and file electronic payroll reports in firm document management system
- Assist with compliance efforts for benefit programs and year end review of employee pay/benefit statements
- Review reports from third party benefits providers and address any issues or anomalies that arise
Support to Head of Marketing
- Assist with providing logistical support for firm marketing events including preparing nametags, guest lists and coordinating with outside vendors
- Other administrative tasks as assigned
Support to Office Services Manager
- Work collaboratively on office events and provide support on an as-needed basis
- Other administrative tasks as assigned
QUALIFICATIONS:
- Ability to maintain confidential information and be above reproach
- Ability to stay organized and work on multiple tasks simultaneously in a fast-paced environment
- Experience in Office 365, Excel, Outlook and ADP Workforce Now or similar HR system required
- Strong presentation skills and the ability to coordinate and work well with a diverse array of customer stakeholders
- Effective and excellent verbal, written, and interpersonal communication skills Exceptional customer service, problem solving skills and problem management techniques for issue resolution
- Project management skills and experience
- Ability to recognize and react to situations with a sense of urgency and problem ownership with a focus on customer service
- Ability to work independently in a team environment with minimal supervision, take initiative, set priorities, follow through and see projects through to completion
EDUCATION AND/OR EXPERIENCE:
- BA or BS from an accredited University and/or two to five years’ experience in assigned or related field required
- Prior HR or Administrative support experience in a law firm or other professional services environment strongly preferred
The typical pay scale for this position in Chicago is between $60,000 and $75,000, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified.
The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all responsibilities.
The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.