Assistant Office Administrator

Sheppard, Mullin, Richter & Hampton LLP, an Am Law 50 firm, is seeking an experienced Assistant Office Administrator.

This position can be based in Orange County (Costa Mesa), Del Mar, or Downtown San Diego. There is only one opening.

Under direction from the Office Administrators, perform administrative duties related to the Del Mar, San Diego and Costa Mesa offices. Responsible for providing support and timely providing all pertinent information to the Office Administrators to assist in the management of all staff. Fulfill an integral role as part of the management team for the Del Mar/San Diego/Costa Mesa offices to ensure efficient and continuous operations of three offices, providing the support needed to allow for consistent and successful delivery of high quality, client first service by all team members.

Responsibilities

Essential Functions:

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:

• Arrange secretarial and paraprofessional coverage and notary services
• Each morning, assign secretarial coverage and communicate with attorneys regarding same
• Advise, counsel and demonstrate leadership skills with staffing issues
• Assist Office Administrators with hiring, onboarding, counseling/disciplining and termination of support staff
• Promote the client-service orientation of the office by assuring that appropriate client service procedures are utilized by staff and recommending to the Office Administrators any changes in work procedures or other client service matters affecting the Del Mar, Orange County and San Diego offices
• Reduce the potential for injury to workers or damage to office equipment by complying with written safety and evacuation procedures. Serve as a member of First Response Team and train others on same
• Assist with managing the Orange County and San Diego season tickets
• Manage invitations for firm events (office special events and holiday party)
• Review and regularly update the designated intranet page for the Del Mar, Orange County and San Diego offices
• Review and approve support staff timesheets and Requests for Scheduled Absences
• Provide managerial coverage for the Office Administrator(s) during absences
• Communicate effectively and professionally with clients and all Firm personnel and follow up in a timely manner
• Provide excellent client service to everyone
• Ensure that notifications are submitted to building Security of visitors or guests
• Coordinate office repairs and work orders with building management and/or vendors
• Perform daily office walk-thrus, assessing any office needs and informing the needs to Office Administrator(s)
• Supervise interoffice moves, including moves to/from external locations
• Contribute to the overall success of the Firm by performing other duties as assigned by the Office Administrator(s)

Supervisory Responsibilities:

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

Qualifications

Required Qualifications: 3 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(s)
• 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(s)
• Ability to exercise good judgment
• Ability to take direction, operate objectively and fairly independently
• Strong leadership qualities (e.g., punctual, reliable, hard-working, team player, etc.)
• Able to work well with all levels within the Firm

Preferred Qualifications: 3 years supervisory responsibility preferred

Education

Required: Completion of college courses required.

Preferred: Bachelor’s Degree

Major: 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 Del Mar, San Diego, and Orange County (Costa Mesa) office Monday-Friday (as public safety conditions allow), with some flexibility.

Travel Requirements

Up to 50% travel. Travel to/from the Orange County (Costa Mesa), Del Mar, and Downtown San Diego offices.

Sheppard Mullin is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity and/or expression, national or ethnic origin, ancestry, citizenship, age, marital status, medical condition, physical or mental disability, veteran status, all other characteristics prohibited by law.

Sheppard Mullin is requiring all employees to be fully vaccinated against COVID-19. Proof of vaccination will be required upon offer acceptance.