Job Description

The Inclusion Administrative Assistant is responsible for providing administrative support to the Inclusion Department, including support for the Women’s Initiative and other firm-wide global inclusion initiatives. This role assists with scheduling and executing events, drafting and sending internal communications, updating firm webpages, processing reimbursements and invoices, and liaising with various internal and external stakeholders.

Essential Job Duties & Responsibilities

• Support the Senior Manager, Legal Training & Development and Women’s Initiatives with administrative tasks related to Legal Training & Development programming, including the Cohort and Client Development Symposium programs.

• Support the Director, Inclusion, Senior Manager, Inclusion and the team generally with various administrative tasks related to Inclusion, Urban Education Initiative and United for Justice programs.

Events

• Develop and circulate event invitations, send reminders, track RSVPs and event attendance, and provide other event registration/attendance tasks.
• Research external venues and/or third-party vendors; coordinate logistics, including for space, food, beverages and related offerings. Attend events, as needed.
• Create event posters and other printed materials. Submit requests to Graphics and Procurement teams, as needed.
• Order related books and swag, as relevant. Distribute across U.S. offices.
• Develop post-event feedback surveys and analyze results.

Communications

• Leverage Vuture, Outlook and other firm systems to support Inclusion and Women’s Initiative communications, including the Programming this Month and Inclusion Matters internal newsletters and other communications.
• Maintain and update the firm intranet with current event information, newsletters, resources and personnel updates.
• Conduct periodic audit of external website and update as needed.

General Administrative Support

• Provide calendar management and meeting coordination support for the team, including conference room reservations, A/V coordination and catering arrangements.
• Schedule and coordinate monthly meetings with Inclusion and Women’s Committee Co-Chairs, and periodic meetings with Inclusion and Women’s Advisory Council, Inclusion and Women’s Committee, Inclusion cross-office support team members and legal and administrative team members.
• Monitor team mailboxes, track and respond to inquiries, escalate questions or concerns.
• Process and track vendor invoices and department-related expenses and reconcile accounts.
• Maintain and update Women’s Initiative, affinity group and inclusion network group lists and related members photo directories.
• Maintain and update electronic records and files.
• Perform other relevant duties as assigned.

Education

Required

• High School diploma or GED equivalent required
  

Preferred

• Bachelor’s degree preferred

Skills and Experience

Required

• 1-2 years of administration support experience in a professional services or law firm environment
• Cross-cultural skills and awareness related to individuals from broad backgrounds, races, ethnicities, religions, genders, sexual orientations, gender identities and disabilities, among others
• Ability to effectively present information verbally and in writing
• Strong administrative and organizational skills with attention to detail
• Demonstrated ability to prioritize tasks, balance competing demands, and meet deadlines in a fast-paced professional environment
• Excellent interpersonal skills with a proven ability to build and maintain professional relationships while exercising a high level of customer service, diplomacy and discretion
• Team-oriented approach to collaborate with members from various departments across the Firm; professional maturity to handle sensitive information
• Proficiency in Microsoft Office Suite, database management systems and web-based databases/software
• Flexible schedule with availability for periodic overtime, including evenings as needed to support departmental priorities and events

Salary Information

NY Only: The estimated base salary range for this position is $60,000 to $70,000 at the time of posting.

The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.

Simpson Thacher will not sponsor applicants for work visas for this position.

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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, gender identity or expression, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, veteran’s status or any other legally protected status. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.

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