What are the responsibilities and job description for the Administrative Assistant - Human Resources position at Haynes and Boone, LLP?
At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
Haynes and Boone’s Dallas-North office serves clients throughout the Dallas-Fort Worth metroplex, nationally and internationally. Our office includes a large group of the firm's intellectual property and patent professionals, along with corporate, security, and technology law professionals. Our team members handle complex patent trial matters, including inter partes review proceedings before the U.S. Patent and Trademark Office, and many of our attorneys are nationally recognized in this area of law. Our Dallas-North lawyers also counsel clients in patent strategy, patent prosecution and portfolio management, licensing, and litigation. Our lawyers are recognized in publications such as the 2021 edition of The Best Lawyers in America (Woodward/White, Inc.) We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. The new Dallas-North office is located in a mixed-use building with access to retail, restaurants and apartments at Legacy West in Plano – home to several national and global corporations.
This non-exempt role provides a strong foundation in Human Resources and business operations. As an Administrative Assistant, you will deliver essential support to the HR Operations team and collaborate with departments across the firm, gaining exposure to a wide range of business functions. You will interact with employees at all levels, strengthening your communication skills and professional presence. The position requires discretion, strong organizational abilities, and the capacity to manage multiple priorities in a fast paced environment. You will use advanced administrative and computing skills while adapting to evolving business needs. This is an excellent opportunity for someone looking to grow and contribute in a dynamic setting.
Essential Duties
The Administrative Assistant reports to the Senior Manager of Human Resources with a dotted line to the Chief Talent Officer.
Subordinate staff: N/A
Qualifications
Knowledge
The Administrative Assistant must have intermediate knowledge of the Microsoft Office suite (Word, Excel, Access, PowerPoint, and Outlook).
Skills
The Administrative Assistant must be consistent in performing tasks and responsibilities. This includes the ability to handle a high volume of inquiries, and navigate ambiguity, frequent changes, and deadlines with a positive, objective-oriented attitude. The successful Administrative Assistant will maintain strong attention to detail, be a self-starter/motivated, possess the maturity to maintain confidentiality, and be able to communicate effectively (verbally and in writing) with colleagues at all levels in the Firm.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities, and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks, deadlines and demands. Strong organizational skills are required to plan, prioritize, and organize diversified workload.
Education
The Administrative Assistant must have completed at least two years of college or equivalent.
Experience
Four plus years of progressive general office experience or an equivalent combination of education and experience. Three plus years of previous experience working within a professional services environment is preferred.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis.); Occasionally required to move documents or files weighing up to 15 lbs.; This position requires constant communication and exchange of information with the Firm personnel at all levels; This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Professional Office Environment on a 4:1 in-office schedule. Overtime is required on occasion.
Haynes and Boone’s Dallas-North office serves clients throughout the Dallas-Fort Worth metroplex, nationally and internationally. Our office includes a large group of the firm's intellectual property and patent professionals, along with corporate, security, and technology law professionals. Our team members handle complex patent trial matters, including inter partes review proceedings before the U.S. Patent and Trademark Office, and many of our attorneys are nationally recognized in this area of law. Our Dallas-North lawyers also counsel clients in patent strategy, patent prosecution and portfolio management, licensing, and litigation. Our lawyers are recognized in publications such as the 2021 edition of The Best Lawyers in America (Woodward/White, Inc.) We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. The new Dallas-North office is located in a mixed-use building with access to retail, restaurants and apartments at Legacy West in Plano – home to several national and global corporations.
This non-exempt role provides a strong foundation in Human Resources and business operations. As an Administrative Assistant, you will deliver essential support to the HR Operations team and collaborate with departments across the firm, gaining exposure to a wide range of business functions. You will interact with employees at all levels, strengthening your communication skills and professional presence. The position requires discretion, strong organizational abilities, and the capacity to manage multiple priorities in a fast paced environment. You will use advanced administrative and computing skills while adapting to evolving business needs. This is an excellent opportunity for someone looking to grow and contribute in a dynamic setting.
Essential Duties
- Prepare professional business communication documents, including memoranda, letters, business plans, emails, and presentations, etc., with guidance from colleagues.
- Coordinate meetings, programs, and assist with scheduling logistics for special events (i.e., blood drives, flu shots, seminars, staff appreciation, retirements, and meetings, etc.), attend department meetings, and prepare minutes as directed.
- Develop and maintain an efficient filing system, including classified and confidential files; maintain all employee files.
- Collect and review input from administrative colleagues to create and distribute monthly firm newsletter.
- Work independently and within the team on special, nonrecurring, and on-going projects.
- Review and vendor invoices for accuracy and submit them; process and submit expenses for management team.
- Professionally field calls and emails and liaise with appropriate teammates to answer all routine and non-routine questions; take accurate messages and distribute appropriately. Collect and distribute mail for the HR team.
- Suggest process improvements, efficiencies, and cost savings recommendations.
- Organize and prioritize large volumes of information and tasks (i.e., emails, calls, and data).
- Create and maintain standards of procedure/process documents.
- Assist with the development of HRIS benefits reporting and testing.
- Coordinates deliveries and reprographic needs.
- Performs other related duties as needed or assigned.
The Administrative Assistant reports to the Senior Manager of Human Resources with a dotted line to the Chief Talent Officer.
Subordinate staff: N/A
Qualifications
Knowledge
The Administrative Assistant must have intermediate knowledge of the Microsoft Office suite (Word, Excel, Access, PowerPoint, and Outlook).
Skills
The Administrative Assistant must be consistent in performing tasks and responsibilities. This includes the ability to handle a high volume of inquiries, and navigate ambiguity, frequent changes, and deadlines with a positive, objective-oriented attitude. The successful Administrative Assistant will maintain strong attention to detail, be a self-starter/motivated, possess the maturity to maintain confidentiality, and be able to communicate effectively (verbally and in writing) with colleagues at all levels in the Firm.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities, and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks, deadlines and demands. Strong organizational skills are required to plan, prioritize, and organize diversified workload.
Education
The Administrative Assistant must have completed at least two years of college or equivalent.
Experience
Four plus years of progressive general office experience or an equivalent combination of education and experience. Three plus years of previous experience working within a professional services environment is preferred.
Physical Demands
Must be able to move around the office up to 15% of the time to make copies, fax, file, etc.; Remains stationary at least 85% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis.); Occasionally required to move documents or files weighing up to 15 lbs.; This position requires constant communication and exchange of information with the Firm personnel at all levels; This position must be able to inspect and observe information on a computer screen at least 80% of the time.
Working Conditions
Professional Office Environment on a 4:1 in-office schedule. Overtime is required on occasion.