Department Assistant - Marketing and Business Development

WilmerHale is a leading, full-service international law firm with 1,000 lawyers located throughout 12 offices in the United States and Europe. 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

As the Department Assistant for the global Clients & Markets Department, you will be an integral member of a dedicated team providing administrative and office support to business development, marketing, and communications professionals. In this role, you will collaborate with over 50 team members to execute tasks that are essential to ensuring a successful client experience. The ideal candidate will be a motivated and organized self-starter with strong interpersonal skills to effectively communicate with attorneys and colleagues at all levels within the firm. You should be eager to learn and engage in various projects. This position is critical to the marketing and business development functions of the firm.

About The Role

• Customer Service: Provides a high level of customer service to Clients & Markets team members and internal and external clients.
• Invoice Processing: Processes and reconciles invoices for department-level expenses, including tracking monthly spending on the department credit card. Also assists with processing travel-related expenses.
• Scheduling and Coordination: Organizes and schedules department meetings, events, and training programs, ensuring maximum attendance and facilitating both in-office and virtual participation.
• Resource Maintenance: Maintains department email distribution lists, Microsoft Teams channels, intranet pages, and memberships, acting as a centralized point of contact for department personnel.
• Event and Sponsorship Coordination: Supports the execution of charitable event sponsorships and contributions by liaising with outside organizations, managing benefits such as branding visibility and event attendance, coordinating budget approvals, and tracking participation and outcomes.
• Association and Membership Management: Coordinates the department's participation in various associations and membership groups.
• Ticket Distribution: Manages the distribution of sporting and other event tickets in Boston and Washington DC.
• Marketing Material Assembly: Assists with assembling marketing materials including practice descriptions and lawyer biographies in support of new business pursuits.
• Training: Schedules and assists with the coordination of department training programs, including new hire onboarding.
• Data Management: Helps maintain data related to tasks such as pitches and RFP submissions and assists with tracking and reporting on various Clients & Markets activities.
• Special Projects: Assists with special projects as requested by the Markets & Clients leadership team.
• Professionalism: Displays integrity, quality service, and a "can do" attitude to internal members/departments of the firm as well as external clients and vendors via email, written correspondence, telephone, and in-person.
• Resource Coordination: Proactively maintains department email distribution lists, Microsoft Teams channels, intranet pages and acts as a centralized point of contact to department personnel regarding these resources.

Required Skills

• Well-developed and professional interpersonal skills; ability to interact effectively with people at all organizational levels of the firm.
• Ability to juggle multiple responsibilities and deadlines, excellent attention to detail, ability to take initiative and work independently with minimal supervision.
• Strong attention to detail, exceptional proofreading skills, sense of ownership, and commitment to quality.
• Strong time management skills to organize and prioritize workload, balance expectations, and meet deadlines.
• Advanced proficiency in Microsoft 365, including Word, PowerPoint, Excel and Outlook.
• Thrives in a collegial team environment with a flexible mindset, customer-service focus and willingness to collaborate.
• Ability to handle confidential and sensitive information with the appropriate discretion.

• Bachelor's degree or equivalent experience preferred.

Experience

• 5 years' administrative experience working in a professional environment and interfacing with senior-level colleagues is preferred.
• Experience in a legal or professional services organization is a plus.
• Prior experience working independently or with little supervision on some projects.

For additional information about our benefits, please click here.

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