Overview

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.

This position works directly with attorneys and staff in the Los Angeles office and reports to the Los Angeles Office Administrator.

The ideal candidate will have the ability to use discernment and good judgment in performing human resources and management functions, will fairly and consistently apply laws, regulations, policies, and procedures, will develop and maintain cooperative and collegial relationships with staff and attorneys, and exhibit unquestionable integrity and ethical behavior at all times.

Responsibilities

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
• Promote the client-service orientation of the office by assuring appropriate client service procedures are utilized by staff and recommending to the Office Administrator any changes in work procedures or other client service matters affecting the office
• 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.

Qualifications

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.

EducationRequired: 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 KnowledgeRequired: 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 RequirementsOccasional travel, up to 10%.

Physical DemandsThe physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use a telephone, computer keyboard and mouse. Employee will be required to reach with hands and arms. 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. The employee is occasionally required to stand, stoop or kneel.

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