Office Administration Specialist

Husch Blackwell LLP is a full-service litigation and business law firm with multiple locations across the United States, serving clients with domestic and international operations.

At Husch Blackwell we believe that diverse, equitable and inclusive teams lead to better outcomes. Husch Blackwell is committed to retaining, recruiting, developing, and promoting talented lawyers and business professionals with diverse backgrounds and experiences. We foster an engaged, diverse, and inclusive team culture of accountability and purpose that makes our Firm and our communities better. 

Our firm is committed to attracting and retaining professionals who value each other and the service we provide by embracing Teamwork, Collaboration, Client Service, and Innovation.  If you are a motivated professional looking for a long-term fit where you can grow in a role, and will be valued and empowered, then we invite you to apply to our Office Administration Specialist in our Kansas City, MO office.

The Office Administration Specialist provides advanced administrative and clerical support to two or more Regional Office Administrators.  This position will assist local office in operational and administrative tasks.  This position will also provide advanced administrative and clerical support to the National Administrative Support Team. Essential job functions include:

• Support for Administrative Management
• Work successfully in a team environment, solving problems, communicating in a positive manner, and supporting the success of the local office, the Firm, and various teams.
• Advanced assistance with creating, editing, proofreading, maintaining and/or revising documents as needed, including but not limited to Excel, Word, Adobe and PowerPoint. 
• Operate office equipment including PCs, printers, phones, copiers, facsimiles, and typewriters.
• Scan, save, manipulate, and email documents. 
• Create reports using firm software which could include BHN, Access Card Software, Parking, etc. 
• Assist Regional Office Administrators with monitoring operational budgets using Firm budget management software. 
• Create and manage various Survey Monkey projects. 
• Assist, manage and disburse Sporting or Event tickets, using firm Concierge software (where applicable).
• Schedule and coordinate meetings including Outlook calendaring, EMS, and other technologies; arrange complex, multi-location meetings which require videoconference and web-based participation.
• Coordinate Regional Office Administrators or departmental travel through Lawyers Travel, including airline reservations/online check-ins, hotel reservations, car arrangements, etc.
• Process expenses, expense reimbursements, and invoices via Chrome River, for assigned Regional Office Administrators. 
• Manage and coordinate Outlook Calendars.
• Assist with onboarding attorney and staff in home office.
• Assist Regional Office Administrators with Esprit de Corps activities and events within their organization or offices.
• Help plan, manage, and coordinate National Office Administration retreats and meetings. 
• Track and create reminders for important deadlines.
• Attend meetings, take meeting minutes, and prepare meeting notes for various administrative meetings. 
• Assist with organizing, editing, and creating training materials, newsletters, and other organizational communications.
• Assist with approving and calendaring PTO schedules for Regional Office Administrators' direct reports.
• Provide back up for Office Administrative Coordinators in home office, including Front Desk coverage as needed. 
• Understand emergency procedures; respond appropriately if emergencies arise and serve on office emergency preparedness and safety team.
• Other projects as assigned by Regional Office Administrators.  

Support For National Administrative Support Team
As a member of the National Administrative Support Team, provide administrative support to assigned leadership by performing a wide variety of complex and clerical functions.

• Expertly navigate Big Hand Now to help process administrative projects from various administrative department Managers across the Firm.
• Provide advanced assistance with creating, editing, proofreading, maintaining and/or revising documents as needed, including but not limited to Excel, Word, Adobe and PowerPoint.
• Coordinate travel, including airline reservations/online check-ins, hotel reservations, car arrangements, etc.
• Process expenses, expense reimbursements, and invoices via Chrome River.
• Schedule and coordinate meetings including Outlook calendaring, EMS, and other technologies; arrange complex, multi-location meetings which require videoconference and web-based participation.
• Provide guidance and mentorship to Office Administrative Support Coordinators who support the NAST.
• Assist Executive Support Team with specialized, confidential projects.  

Position Requirements

• High School Diploma or GED required; 2‐ year degree preferred.
• 3-5 years relevant experience required, preferably in a professional services environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint required) Experience with Microsoft Publisher and advanced knowledge Netdoc a plus.
• Excellent client or customer service skills.
• Excellent written and oral communication skills.
• Excellent time management skills.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements. The Firm will provide reasonable accommodations as necessary to allow an individual with a disability to apply for and/or perform the essential functions of a position.  Please reach out to our HR team to request an accommodation.

Please include a cover letter and resume when applying.

EOE/Minority/Female/Disabled/Vet. Principal Applicants Only.

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