Human Resources Assistant - Akin Gump Strauss Hauer & Feld LLP

Location: Washington, DC
Schedule: 9:00 AM to 5:30 PM
FLSA: Non-Exempt
Position Type: Full-Time/Regular

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Human Resources Assistant in our Human Resources department, working under direct supervision and direction of the Senior Human Resources Manager, Chief HR Officer and department Directors.

The role will reside in the Washington, DC office with hybrid work capabilities and will be responsible for providing administrative and clerical support to the Firmwide Human Resources department.The Human Resources Assistant is expected to perform all responsibilities with a commitment to maintaining confidentiality and providing superior service to the firm’s attorneys, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement.

Key responsibilities of this position include:

• Serve as first point of contact for the Firm HR department, troubleshooting inquiries, answering/screening calls and directing callers to the appropriate department resources.
• Prepare and edit a wide variety of documents in Word, Excel and Power Point, including correspondence, memoranda, spreadsheets, presentations, and project work.Proofread for accuracy of format, grammar, punctuation and syntax.
• Perform administrative tasks, including processing check requests, bills and invoices, expense reports for both the CHRO and HR Directors, and maintain the appropriate department logs and records.
• Coordinate conferences, meetings, appointments and related ancillary details such as Zoom set-ups, video conferences, audio-visual needs, meals, etc., ensuring in advance that all scheduled calls are connected without technical issues.
• Coordinate travel arrangements for Chief Officer, and department Directors and Managers.
• Coordinate various internal/external events for the HR team. These include but not limited to; new hire lunches, holiday parties, visits from vendors and external parties.
• Manage various HR pages and documentation on our internal website Akin Connect
• Utilize Onboarding platform to process new hire I-9 forms through e-verify.
• Handle incoming and outgoing mail. Copy, distribute, send, file (via e-mail, mail, courier or express service).
• Set up and maintain files in an organized and timely fashion, following established department protocol and procedures, including to set-up and maintain the department’s secure NetDocs folders, as needed.
• Monitor the Firm HR mailbox, and forwarding emails to appropriate parties within the department, or otherwise handling inquiries and requests.
• Serve as a back up to local HR teams in assisting with clerical related tasks as needed.
• Distribute supplies, documents and other materials to local HR departments as needed (e.g., benefit and wellness materials, new hire swag, department mailings, etc.).
• Coordinate work as needed with other office departments, including Word Processing, IT, Duplication, Office Services, Finance, etc.
• Oversee the firm’s distribution list auditor management application, adding auditors to automated distribution lists and requesting new manual distribution lists.
• Coordinate and support the firm’s annual Years of Service Awards program, including to process invoices, close each year’s process prior to starting the next process, troubleshoot problems and answer employee questions regarding orders, etc.
• Support the firm’s immigration process including to print, organize and process visa sponsorship paperwork as directed by outside legal counsel and the CHRO, working with local HR departments as necessary, as well as oversee attestation process for authentication of documents needed for immigration purposes and in relation to transfers to foreign offices.
• Create and distribute agenda for monthly HR video conference call.
• Oversee the data entry for the annual HR budget submission, including to coordinate budget submissions from the local HR departments and Firm HR team leaders.
• Provide assistance with annual HR/Benefit processes such as open enrollment, performance evaluations, compensation and merit bonuses, benefit-related audits, etc.
• Oversee periodic well-being program responsibilities, including to run reports to identify target populations, coordinate individual mailings and distribute\program points to program participants.
• Assist the Director of Talent Management and the Learning and Development Manager with coordinating various academies and trainings and run reports utilizing our Learning Management System.
• Provide back-up to the Recruiting Coordinator, including to conduct phone screening interviews and reference checks, process invoices, and enter/update job postings as necessary.
• Run various reports from the Human Resources Information System, Workday, as needed.
• Other duties as assigned.

Qualifications (Experience, Knowledge, Skills & Abilities):

• Bachelor’s degree required
• Minimum of one year of administrative clerical experience, preferably in a human resources department and/or professional service environment
• Strong proficiency in Microsoft Office, including Word, Outlook, Excel and PowerPoint
• Proficiency with advanced telephone functions, including conference calling and voicemail, as well as office equipment used on a regular basis including computers, printers and copy machines
• Familiarity with basic accounting administrative tasks such as invoicing, check requests, expense reports and other accounting forms and reports, as well as ability to perform mathematical functions necessary for position - add, subtract, multiply, divide, percentages
• Commitment to maintaining strict confidentiality of employee, office, firm and client information and adhering to the Firm’s Values
• Excellent written and oral communication skills, including grammar, spelling and punctuation
• Ability to read, comprehend and follow instructions
• Strong organizational skills and attention to details, with the ability to perform administrative tasks with a high degree of accuracy
• Demonstrated commitment to customer service
• Ability to work independently, take initiative, set priorities, meet deadlines, respond to changing priorities and handle many tasks simultaneously
• Ability to work with a wide range of people in a team setting, and establish effective working relationships within the department, office and firm
• Ability to work extended hours as necessary to fulfill responsibilities

The base salary range for this position in Washington, DC is $50,000 to $60,000.Additional information about benefits and rewards can be found here.

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility
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