Human Resource & Secretarial Resources Coordinator - WilmerHale

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States, Europe and Asia. Our lawyers work at the intersection of government, technology and business, and we remain committed to our guiding principles of providing quality, excellent legal and client services; developing diversity among our lawyers and staff and cultivating an environment that promotes an ambitious spirit, collaboration and collegiality by drawing on the extraordinary talents and dynamic experience of our lawyers. Our goal is to reflect the diversity of our clients and the communities in which we practice.

What You Will Be Doing

Assists the Human Resources and the Secretarial Resources Department with the administration of HR programs and secretarial coverage and support.

About this Role

• Acts as first point-of-contact for legal and support staff, providing general firm information and specific information relating to Human Resources and/or Secretarial.
• Approves Secretarial time off requests and updates daily attendance schedule; arranges coverage for all Secretarial absences through team coverage; ensures all team members are notified of absences and coverage plans; keeps Managers/Supervisors apprised of any issues.Provides coverage support to all offices as needed.
• Processes timecards for secretaries.Monitors appropriate use of time off for secretaries and keeps Supervisors/Managers apprised of any problems or challenges.Works as a liaison with payroll to handle issues that may arise.
• Monitors workload and workflow for all Resource Centers firmwide, all secretaries in New York and Denver offices and collaborates with colleagues to monitor secretarial workflow in all offices. Runs regular reports on usage, productivity and performance and distributes monthly to the Supervisors/Managers.
• Facilitates the distribution and collection of annual performance self-evaluations for all secretaries.Assists with compiling evaluation materials and scheduling evaluation meetings.Configures, maintains and updates evaluation processes, forms and templates, and responsible for posting/tracking trainings for all offices in the performance management tool, and assists with drafting NY evaluations as needed.
• Partners with HR coordinator to facilitate and lead all aspects of New Hire Orientation, including content, speakers, schedules, new hire and benefits paperwork and materials.Works with HR coordinator to ensure program consistency across all U.S. offices.Serves as the main point of contact for the online onboarding application for new hires.
• Assists recruiting team with reference checks, background checks, conference room coordination and job postings.
• Assists with firm-wide recognition programs by monitoring, tracking, reviewing, and generating staff awards.
• Assists with various performance management and compensation activities, including but not limited to, reviewing draft evaluations, market pricing of positions and memo creation and review.
• Responsible for all data entry; personal data changes, job changes, leave information, etc.
• Maintains expertise in HR records compliance; specifically record retention and destruction.Maintains all personnel and recruiting files to ensure complete accuracy and confidentiality at all times.
• Coordinates and assists with general administrative tasks, including employment verifications, scheduling and coordination of meetings, special projects and other duties as assigned.
• Responsible for processing I9’s for all staff and attorneys.
• Assists with the coordination of the firm’s wellness programs.
• Coordinates and assists with general administrative tasks, special projects and other duties as assigned.
• Processes Department invoices and prepares vouchers for timely payment.
• Contributes to the Firm’s Service Excellence initiative to consistently improve its image internally and externally.Displays professionalism, quality service and a “can do” attitude to internal members/departments of the Firm as well as external clients and vendors via electronic and print correspondence, over the telephone and in-person.
• Assumes additional responsibility as assigned.

What You Will Bring

• Excellent computer, interpersonal, and organizational skills.
• Takes initiative and has the ability to work independently.
• Ability to work quickly and multitask.
• Demonstrated experience handling highly sensitive and confidential matters discreetly.

• 2+ years administrative experience

Education

• Bachelor’s degree preferred.

For additional information about our benefits, please clickhere.

This job description is intended to describe the general nature and level of the work being performed by employees in the position. It is not intended to be a complete list of all responsibilities, duties, and skills for positions. The firm reserves the right at all times, in its sole discretion, to add or subtract duties and responsibilities, as it deems necessary.

WilmerHale is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, gender identity, national origin or ancestry, age, disability or veteran status, or other protected status.