Administrative Assistant

PURPOSE:

Robins Kaplan is seeking an Administrative Assistant in our Sioux Falls office. This position has opportunities for growth and advancement.

The Administrative Assistant provides administrative support to firm professionals in the fulfillment of their responsibilities with the law firm. The position requires a high degree of professionalism, confidentiality, discretion, initiative, flexibility, and dependability.

WHERE YOU WILL WORK 

This role is designated for a hybrid work schedule with four days in office per week to facilitate collaboration with key stakeholders and one remote day per week.

ESSENTIAL FUNCTIONS

• Handles numerous assignments and requests simultaneously


• Triages legal inquiries, drafts responses, and logs communications


• Processes expense requests, submits reimbursements


• Manages team travel reservations and prepares itineraries


• Tracks receipt of incoming/outgoing materials; scans and files accordingly


• Submits online orders for office, food, and medical supplies


• Coordinates meeting logistics, including attendee notifications, pre-/post-meeting correspondence, room set-up, and other needs as requested


• Assists with office expenses, works with vendors and Accounting Dept to manage payments


• Coordinates office maintenance needs with vendors


• Stores documents correctly in document management and file systems


• Performs hospitality and office services responsibilities (coffee, pop, binders, printing, etc.)


• Prepares memoranda, correspondence, and other documents


• Maintains calendars; provides reminders as needed


• Monitors and manages office phone and mail


• Gathers, prepares, and distributes/mails materials


• Coordinates work with support departments to ensure high quality, service-oriented results


• Submits membership/registration fees; tracks submissions


• Maintains business and client contact information


• Makes daily/weekly runs to FedEx, Post Office


• Provides assistance to colleagues and performs all other projects as assigned

COMPETENCIES

• Team player


• Client service know-how


• Good judgment


• Organizational expertise


• Attention to detail


• Time management skills


• Flexibility


• Analytical thinking


• Professionalism

 KNOWLEDGE / SKILLS

• Delivers outstanding client service with a can-do attitude


• Possesses strong verbal and written communication skills, including: spelling, grammar, and proofreading proficiency


• Uses initiative and independent judgment within established guidelines


• Prioritizes workloads appropriately


• Interprets data accurately and present information concisely


• Exercises discretion in handling confidential, controversial, or sensitive information


• Demonstrates high degree of professionalism


• Works well under pressure and within tight deadlines


• Word, Outlook, Excel, PowerPoint, and Adobe proficiency

EDUCATION & EXPERIENCE

Associate’s or Bachelor’s degree preferred. Experience as an Administrative Assistant preferred. Prior legal industry experience desired.

PHYSICAL DEMANDS

Work is performed in a professional office environment and requires the following during the work day:

• Individual will interact regularly with others verbally, in-person, and via written communication


• Operate computer and other office equipment such as a copy machine, printer, telephone, etc.


• Ability to move/traverse about the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.)


• Must be able to remain in a stationary position for long periods of time (working at a computer)


• Repetitive movement (i.e. heavy computer/keyboard use)


• May require occasional light lifting (files, copy paper, etc.)

IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE

• Individual in this position will provide additional assistance and support as directed by his/her supervisor


• This job description is subject to change at any time

The hourly pay rate for this position is $22.36 - $25.64 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law.  

It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment.