Position Overview This position is responsible for performing a variety of administrative and office operations duties while exercising sound judgment over work priorities with minimal supervision. Strong legal and administrative skills, as well as the ability to multi-task and perform well under strict deadlines, are required.
This position is also responsible for the day-to-day coordination and execution of tasks in the office relating to Conference Services, Facilities, Office Services, and other functional areas through communication and coordination with Managers of centralized firm functions.
The Operations Specialist will help with all office operations including supporting conferences, meetings and events, maintaining the reception area, coffee bar and meeting rooms, coordinating routine maintenance and repairs, and handling responsibilities associated with office mail and document scanning and reproduction.
The ideal candidate for this position is a proactive and self-motivated professional who can communicate and collaborate seamlessly with attorneys and business professionals across functions. The candidate needs to work independently, and demonstrate initiative and problem-solving skills in handling various office needs and requests. The candidate must also be able to adapt to changing priorities and demands, and maintain a high level of confidentiality and professionalism.
Primary Duties and Responsibilities Professional Assistant
- Handles general administrative duties such as office operations, reception, travel arrangements, meeting coordination, expense reports, time entry and the new business memorandum process with efficiency and in a proactive manner.
- Answers telephone calls, takes messages or provides information as appropriate.
- Opens and closes files as necessary, promptly handles the filing of legal or other administrative materials (physical and electronic) and sends materials to off-site storage as necessary.
- Types and edits documents quickly and accurately, proofreading for content and typographical errors.
- Utilizes firm technology (i.e. Microsoft Word, Excel, PowerPoint, Outlook) effectively.
- Completes work product according to instructions and within the requested time frame.
- Attends training classes to keep up to date with technological advances and software upgrades.
- Provides additional back-up coverage to other Professional Assistants as needed.
Facilities
- Prepare and execute interoffice moves of firm personnel and property, including physically moving items from one location or another, and preparation of work space for new or departing personnel.
- Handle ordering, inventory, consumption, distribution and invoicing for all supplies, including copy paper to all convenience copiers and Office Services as needed.
- Work with Facilities Team to request routine maintenance and repairs, as needed, to keep the work environment clean and operational.
- Work with Facilities Team to track, assign and deactivate security cards; help maintain the database and conduct periodic review for accuracy.
- Help coordinate fire and life safety tasks including AED and oxygen devices, order and stock first aid supplies, coordinate first aid training.
- Work with Facilities Team to maintain asset database which includes tracking of firm owned furniture and equipment.
- Complete ergonomic evaluations in office as requested.
- Help identify local service vendors as needed; process vendor invoices in a timely manner.
Conference Services
- Coordinate basic audio visual and conference center functions for the office, including setting up and testing equipment, including Guest machines, for video conferences prior to meetings.
Office Services
- Provide copy assistance for the office, which includes copying and distributing jobs and understanding when the task requires outside vendor assistance.
- Send out mail via USPS and overnight couriers; ensure all outgoing mail, courier packages and bulk shipments are processed correctly and mailed out timely.
- Receive and deliver mail in the office; ensure all incoming mail is processed and distributed to recipients accurately and efficiently.
Secondary Duties and Responsibilities - Provide general assistance and coverage where needed.
Working Conditions - Job is performed in a typical office environment, but is sometimes subject to time pressures and constraints. Occasional overtime, including weekend work, may be required.
- Ability to stand and walk for long periods of time.
- Ability to commute into Downtown LA. Office move to Century City is scheduled for Spring 2025.
Education: - High School Diploma or equivalent.
Experience: - Three years office experience, legal secretarial experience and general office support.
Special Knowledge: - Requires strong legal and administrative skills, as well as an ability to multi-task and perform well under strict deadlines.
- Must be extremely well organized and detail-oriented.
- Familiarity with document management systems a plus.
- Knowledge of proper lifting techniques and best practices of moving furniture.
Technical Skills: - Experience in Microsoft Word (including creating and revising documents) and Outlook required; experience in PowerPoint and Excel strongly preferred.
- Familiarity with a PC.
- Must be comfortable with technology, but not necessarily a technologist.
Attributes: - Must have excellent customer service skills and oral and written communication skills.
- Ability to work in a fast-paced team environment. Must be self-motivated with a positive attitude.
- Ability to project a professional image to internal and external clients.
- Excellent organizational skills and strong attention to detail.
- Needs to be able to learn quickly and follow detailed instructions.
- Ability to communicate effectively with people at all levels of the firm.
The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time. Annual Salary Range: $77,781 - $128,339 Please note that the actual compensation may vary from posting based on geographic location, work experience, education and/or skill level. The posted salary is the range Vinson & Elkins in good faith believes to be the possible compensation for this role at the time of this posting. This range is only applicable for jobs to be performed in California and may be modified in the future. 
