Conference Services Assistant Jobs in Silver Spring, MD

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, reporting to the Human Resources Manager.
The role will reside in the Washington, DC office with hybrid work capabilities and will be responsible for providing administrative support to various Human Resources functions in the firm's Washington and Philadelphia offices. The Human Resources Assistant is expected to perform all responsibilities with a commitment to 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 department/troubleshooting, and answer/screen HR phones as needed.
• Prepare various memos, forms and letters including offer letters for HR Manager's signature as needed.
• Work within the Firm's online on-boarding system to on-board new employees, coordinating with Firm HR personnel as necessary.
• Prepare paperwork for new hires.
• Prepare orientation schedule for new hires.
• Prepare employment-related forms for staff, paralegals and attorneys for HR Manager's signature.
• Enter new hires, changes and departures into Smartsheet in a timely manner for Workday entry.
• Complete requests for employment verifications and bar affidavits.
• Prepare and submit network security administration requests for email addresses/distribution lists creation, deletion and modifications.
• Maintain HR employee forms, orientation and benefits materials.
• Maintain Human Resources files and file room; file all personnel paperwork in a timely manner, including I-9 forms.
• Serve as gatekeeper for the firm's Contractor Database and Firm Directory (information not pulled from HRIS), entering required information for new hires and responding to directory inquiries from personnel.
• Prepare and distribute daily Arrivals/Departures/Changes (ADC List) emails.
• Assist in administering time and attendance procedures, utilizing the firm's Workday to review and approve timecards and leave requests. Follow up with department managers/supervisors and employees regarding missing timecards each pay period; escalate issues accordingly.
• Respond to unemployment claims for respective offices in consultation with HR Manager and Firm HR personnel.
• Provide assistance with staff evaluation process.
• Serve as back-up to Human Resources Coordinator.
• Coordinate with Conference Services to schedule rooms and order foods for various HR events such as new hire orientations, benefit programs, training, interviews, etc.
• Order flowers and send donations as approved for bereavements and births; process the payments for flowers and donations.
• Assist in planning office events (birthday celebrations, staff appreciation week, holiday party, etc.).
• Provide logistical support, such as scheduling, tracking, and attending local training and development events for the Talent, Training and Benefits teams.
• Troubleshoot benefits & payroll inquiries, including discussions with personnel regarding qualifying events, payroll deductions, benefit coverage and leaves of absences under federal and state laws.
• Process department invoices and expense reports for HR Manager's approval in the Firm's electronic invoice payment system.
• Other duties as assigned.

Qualifications (Experience, Knowledge, Skills & Abilities):

• Bachelor's degree required with an emphasis in Human Resources preferred.
• Minimum of 1 year of related human resources experience, preferably in a law firm or other professional services organization.
• Strong proficiency in Microsoft Office including Excel, Outlook, Word and PowerPoint.
• Proficiency with HRIS, database and reporting applications.
• Excellent interpersonal skills, including strong oral and written communication skills, discretion and tact.
• Commitment to maintain confidentiality of employee, office, firm and client information and adhering to the Firm's Core Values.
• Strong organizational skills.
• Strong attention to detail.
• Ability to manage multiple priorities and adjust to changing priorities and deadlines in a professional manner.
• Ability to work independently and with a team.
• Strong work ethic with the willingness and ability to assume new tasks and responsibilities.
• Ability to exercise initiative, independent judgment and common sense.
• Strong service orientation, and an ability to establish and maintain effective working relationships with users, peers, office and firm management, and outside business partners.
• Ability to work extended hours as necessary to fulfill responsibilities.
• Commitment to professional growth and development.

The anticipated base salary for this position in Washington, DC is $60,000.  The actual salary offered will be based on several factors, including, but not limited to, relevant education, qualifications, years of relevant experience, certifications or other professional licenses held, job-related knowledge and skills, business needs, and the location from which the work will be performed.  Additionally, salary or hourly wages may be only part of the total compensation package, which may also include a full range of health and other insurance benefits, financial and/or other benefits (including 401(k) eligibility), a discretionary bonus, and various paid time off benefits.  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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