Administrative Assistant (Information Technology)

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.

This non-exempt position provides administrative support for the Information Technology department.

Essential Duties

• Handle confidential and non-routine information.
• Work independently and within a team on special, nonrecurring, and ongoing projects.
• Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.
• Takes message or field/answer all routine and non-routine questions.
• Organize and prioritize large volumes of information and calls.
• Act as a liaison with other departments and outside agencies.
• Schedule meetings in conference rooms and assist with coordinating department events.
• Makes travel arrangements using proscribed firm approach, including pre-approvals and actual submissions.
• Create monthly travel analysis package that is provided to management.
• Prepare expense reports through Chrome River.
• Utilize firm applications including NetDocuments, Box, WorkDay, Chrome River, etc.

Other Duties

• Update changes in office practices and procedures.
• Perform related duties as assigned.

Reporting Relationship

The Administrative Assistant reports to the Chief Technology Officer and supports Information Technology Department Managers.

Subordinate staff: None.

Qualifications

Knowledge/Experience

• This position requires at least one year of general office experience or training, or an equivalent combination of education and experience.
• A broad range of technical ability, with a demonstrated aptitude and willingness to learn new software/applications is necessary.
• Law firm or professional services experience preferred. 
• Knowledge of domestic and international travel preferred

Skills

• The Administrative Assistant must be very comfortable with Microsoft Office Applications and be detailed oriented.
• Must have consistent ability to handle high demand, ambiguity, frequent changes, and deadlines with a positive, objective-oriented attitude.
• Courteous, professional phone demeanor.
• Demonstrate a positive, proactive, and self-directed approach.
• A sense of “urgency” is of an utmost importance. 
• Must be flexible and able to adapt to change quickly.
• Strong organizational skills are required to plan, prioritize, and organize diversified workload.
• Strong client-service skills.
• Strong oral and written communication skills
• Strong ability to follow up and follow through.
• Ability to review facts or circumstances to determine best course of action within limits of standard practice.
• Ability to research, analyze, and synthesize information. 
• Ability to maintain effective working relationships with all levels of firm personnel in a team environment and across multiple offices.
• Proficient internet research, numeric and Excel skills.
• Ability to assimilate information and to pay close attention to accuracy and detail.

Education

The Administrative Assistant must have a high school diploma or GED. Some college work is helpful.

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 attorneys, clients and staff; This position must be able to inspect and observe information on a computer screen at least 80% of the time.

Working Conditions

Hybrid environment.