Office Services & Events Assistant

Description

Hillis Clark Martin & Peterson P.S. (HCMP) is seeking a full-time Office Services & Events Assistant. Success in this role requires that you are a reliable team player; possess strong attention to detail, follow-through, task management and communication skills; and take pride in delivering the highest quality service to colleagues and clients alike. This is an excellent opportunity to contribute in meaningful ways to the firm and be positioned for career growth in a vibrant law practice.  

This is a 100% in-office position and is not eligible for hybrid or remote work. The scheduled work hours are Monday-Friday, 8:30 AM-5 PM (37.5 hours per week).

Primary responsibilities include:

Office Services

• Managing incoming and outgoing mail and packages, including sorting, scanning distributing, and organizing deliveries
• Receiving, recording, and routing courier deliveries
• Answering incoming reception calls and handling as appropriate
• Tracking in-office attendance and distributing parking vouchers
• Serving as legal document witness and occasional legal courier
• Assisting with printing, binder creation, and other document fulfillment requests
• Monitoring, ordering, and restocking copier, printer, office, and hospitality supplies
• Monitoring and maintaining office equipment, troubleshooting issues, and coordinating repairs or replacements as needed
• Assisting with computer equipment and office/furniture moves, configurations and set-up

Event & Hospitality Support

• Provide day-to-day hospitality services, such as preparing meeting spaces, resetting rooms after use, and ensuring kitchens and conference areas are stocked with necessary amenities
• Assist with planning and executing internal and external events by confirming logistics, coordinating A/V resources, arranging catering, and helping with onsite set up and break down
• Monitor the firm’s events and conference calendar, tracking key dates, registrations, and required materials or accommodations
• Contribute to event execution by preparing invitations, managing RSVP lists, and organizing signage, name badges, and other printed collateral
• Deliver A/V support for conference rooms, including equipment set ups and assistance with loaner laptops
• Coordinate meeting logistics, including arranging meal orders and managing food deliveries in collaboration with building security
• Support photography needs, including scheduling and coordinating photoshoots

Filing & Records

• Performing filing and file retrieval
• Scanning and logging closed files
• Providing general administrative support to various firm administrative departments, including filing, photocopying, scanning, downloading/uploading, and mailing documents

Other responsibilities include:

Technology Support

• Setting up conference room A/V
• Assisting with workspace peripheral issues (monitors, docking stations, mice, keyboards, and external speakers)
• Fielding printer support needs
• Saving data to thumb drives and encrypting data when appropriate
• Directing deliveries of mobile devices and other equipment as appropriate

Human Resources Support

• Assisting with posting jobs, candidate application tracking, interview scheduling, new user set-up, and onboarding
• Assisting with coordinating and scheduling interviews, meetings, and other appointments
• Assisting with firm intranet content posting and upkeep

This job description is a general outline of duties and responsibilities associated with the Office Services & Events Assistant role. Actual responsibilities may vary depending on the needs of the firm. Other duties may be assigned.

Requirements

Qualifications:

• High school diploma or GED required, some college or related work experience preferred
• Prior law firm/professional services experience preferred
• Dependability and availability to work in office Monday-Friday, 8:30 AM-5:00 PM to start, with occasional overtime-earning opportunities
• Must have strong attention to detail, communication, organization, and prioritization skills
• Ability to work independently, take initiative, and demonstrate a proactive approach to problem-solving
• Strong computer skills, including MS Office (Word, Excel and PowerPoint) and .pdf applications
• Must be able to regularly lift up to 30 pounds. This job requires the ability to push, pull, bend, twist and work standing up for extended periods.

Compensation & Other Benefits

The salary range for this role is $26-30 per hour (37.5 hours per week) plus overtime, with discretionary bonus-earning potential and is based on the desired experience range at the time of this posting. Actual compensation will be dependent upon various factors, including, but not limited to, the candidate’s relevant experience and qualifications.

HCMP is pleased to offer the following benefits to its staff professionals:

• Medical, dental and prescription coverage. The firm fully-subsidizes employees’ coverage premiums.
• Medical expense reimbursement program for medical expenses not covered by health insurance
• Life and disability insurance
• 401(k) retirement plan
• 401(k) profit sharing program
• Commuter expense assistance for mass transit and parking
• Paid vacation, sick leave, and holidays. We offer a starting vacation accrual of 6.25 hours per month and grant up to 75 hours of paid sick leave per year. We also offer 11 paid holidays and one floating holiday per year.
• Paid parental leave
• Sabbatical program after 10 years of continuous employment for staff professionals working at least 50% FTE

To Apply

Please submit a resume and cover letter with your application.

Our firm is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, religion, national origin, sex, sexual orientation, gender identity, age, disability, military service obligations, veteran status, or any other category protected by applicable federal, state, or local law.

Reasonable Accommodations

Applicants with disabilities may contact HCMP Human Resources by telephone, fax, e-mail, mail or other means to request and arrange for accommodations. If you need assistance to accommodate a disability, you may request an accommodation at any time. Please contact Human Resources at 206-623-1745 (main), 206-623-7789 (fax), or hr@hcmp.com.