Office Operations & Events Assistant

Summary: Under the supervision of the Office Administrator, and in accordance with established firm policies and procedures, the Office Operations & Events Assistant provides comprehensive operational, administrative, and office services support to ensure the efficient day-to-day functioning of the Chicago office. This role supports attorneys and staff with administrative processes, mail services, workflow coordination, and meeting and event support. The position also provides ongoing support to the Office Managing Partner, as needed. The role maintains positive contact with clients, attorneys, and staff while observing strict confidentiality of client and firm matters.

Key Responsibilities:

• Office Operations & Administrative Support

• Support the Chicago Office Administrator and provide assistance to the Office Managing Partner, as needed.

• Work closely with the Office Administrator to improve operational efficiency of support staff and coordinate office workflow and administrative support for legal personnel.

• Assist in supervising the Chicago office float team and evening LAA, ensuring work requests are handled efficiently and timely.

• Assist with approving time away requests for non-exempt staff; update staff calendar and notify supervisors of unplanned absences and late arrivals.

• Review timecards prior to Office Administrator approval and serve as backup for non-exempt payroll approval.

• Participate in the interview process for non-exempt staff, including conducting interviews.

• Coordinate onboarding of new hires, including preparing orientation and training schedules and facilitating new hire paperwork.

• Train non-exempt new hires on time off policies and timesheet procedures in Ceridian Dayforce.

• Schedule annual performance review meetings for non-exempt staff.

• Prepare weekly office update communications for the Office Administrator.

• Monitor firm news and provide weekly updates to the Office Managing Partner.

• Prepare and maintain various reports and spreadsheets for office management.

• Assist with retrieving call-in messages and notifying timekeepers when assistants are out of the office.

• Assist with processing non-exempt and paralegal timesheets, as needed.

• Assist with submitting invoices through Chrome River.

Office Services Support:

• Perform copy and print projects for legal documents, litigation materials, and other office needs.

• Manage incoming and outgoing mail, including interoffice mail, USPS, UPS, and FedEx shipments; open and distribute unidentified mail.

• Track and distribute packages and coordinate shipping as necessary.

Meetings & Events Coordination:

• Assist with the setup and breakdown of conference rooms for meetings, including arranging materials and catering as needed.

• Assist with planning and coordinating office events, including Administrative Professionals Week, service awards, and the annual summer party.

• Prepare agendas for bi-weekly office meetings (e.g., BTHuddle).

• Schedule meetings for the Office Managing Partner.

• Organize office community service initiatives and engagement activities.

Additional Duties:

• Provide backup support for office supplies and hospitality, as needed.

• Perform other duties as assigned.

Qualifications:

• College degree preferred.

• Prior experience in a professional services or law firm environment preferred.

• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

• Excellent interpersonal and communication skills with the ability to interact professionally with attorneys, clients, and staff.

• Ability to maintain confidentiality and exercise sound judgment.

• Proficiency in Microsoft Office (Word, Excel) and ability to learn firm-specific systems (e.g., Ceridian Dayforce, Chrome River).

• Ability to handle high-volume administrative tasks with accuracy and attention to detail.

• Ability to occasionally lift boxes or office items up to approximately 40 lbs.

Working Conditions:

Normal office environment with minimal exposure to excessive noise, dust, temperature, or similar conditions.

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.