Administrative Assistant - Human Resources Job 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 a diverse 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 position provides administrative support services for Human Resources Operations, which includes Human Resources, Benefits and other departments as assigned. The Administrative Assistant will be a professional liaison and interface with all levels across the firm. This position requires a high level of confidentiality and discretion in communications, strong professional and ethical standards, the ability to manage multiple relationships across the firm, excellent time and project management skills, and the ability to understand and adapt to business needs. An advanced proficiency level of administrative skills including communication and computing is required. This position will require flexibility.
Essential Duties
- Prepare professional business communication documents including memos, letters, business plans, emails and presentations, etc. with some direction.
- Coordinate meetings, programs, and assist with scheduling logistics for special events (i.e., blood drive, 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 the Director of Human Resources’ files.
- Create and distribute monthly office newsletter.
- Work independently and within the team on special, nonrecurring, and on-going projects.
- Review and process vendor invoices as assigned for accuracy, process and submit expenses for Director of Human Resources, and assist with management of Human Resources Department’s budget.
- Professionally field calls and answer all routine and non-routine questions; take accurate messages and distribute appropriately. Collect and distribute mail for the HR team.
- Provide process improvements/efficiencies and cost decreasing recommendations.
- Organize and prioritize large volumes of information and tasks (i.e., emails, calls, and data).
Reporting Relationship
The Administrative Assistant reports to the Director of Human Resources.
Subordinate staff: N/A
Qualifications
Knowledge
The Administrative Assistant must have intermediate or higher knowledge of the Microsoft Office suite (Word, Excel, Access, PowerPoint, and Outlook).
Skills
The Administrative Assistant must be consistent in performing tasks and responsibilities. They must work collaboratively and have the ability to handle high demands, ambiguity, frequent changes, and deadlines with a positive and objective-oriented attitude. Strong attention to detail, self-starter/motivated, maturity to maintain confidentiality, and the ability to communicate effectively (verbally and in writing) with all levels in the Firm are essential.
Work requires continual attention to detail in composing and proofing materials, and must establish priorities and meet deadlines. Must be able to work in a fast-paced environment with demonstrated ability to handle multiple competing tasks, deadlines and demands. Strong organizational skills are required to plan, prioritize, and organize diversified workload.
Education
The Administrative Assistant must have a high school diploma or GED. Two years of college or equivalent preferred, but not required.
Experience
Five 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. Overtime is required. A hybrid work schedule is available.
Other Duties
Performs other related duties as needed or assigned.
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