Office Administrative Coordinator

About the role

Davis Wright Tremaine LLP is seeking an Office Administrative Coordinator for its Portland office. This essential position requires five days in‑office and provides administrative support to the Office Administrator, Operations Supervisor, and Legal Assistant Manager(s).

Responsibilities

• Provide administrative support to the Office Administrator, Operations Supervisor, and Legal Assistant Manager(s)
• Process day‑to‑day administrative matters, type correspondence, manage calendars and send meeting invitations
• Take meeting notes, send reminders, and keep track of vendor documents and contract terms
• Assist with special projects, events, and tasks as assigned
• Act as central communication and information hub for the office management team
• Attend office administrative meetings, record notes/reminders, and circulate/maintain them as needed
• Coordinate and serve as primary office contact for public transportation monthly passes
• Organize and coordinate special vendor programs, including support staff coaching and student internships
• Maintain and track office credit card charges, back‑ups, reconcile charges, and prepare expense reports
• Partner with firm legal staff and attorney recruiting teams to deliver onboarding coordination (orientation schedules, office setups, events for new staff, attorneys, and Summer Associates)
• Serve as liaison and secondary point of contact for building management and office vendors; submit vendor invoices for payment
• Coordinate with Operations Supervisor to maintain and update internal directories, floor plans, and contact lists
• Assist with planning and execution of office projects and programs, including IT rollouts, client and community service events, office special events, client meetings, and professional development initiatives
• Work with Office Administrator, Operations Supervisor, and Legal Assistant Manager(s) to track spending for department budgets (business development, client development/entertainment, sponsorships, travel, staff development, etc.)

Requirements

• 3+ years of administrative assistant or similar experience (preferred)
• GED or High School Diploma
• High level of confidentiality
• Solutions‑driven, can‑do attitude
• High emotional intelligence and ability to adapt to different personalities
• Approachable and friendly demeanor
• Helpful attitude with strong customer‑service and team focus
• Creative thinking and ability to partner/collaborate with others
• Ability to organize assignments, work under pressure, and meet deadlines
• Ability to communicate effectively and professionally with lawyers, managers, and staff
• High attention to detail and excellent organizational skills
• Ability to communicate clearly and work independently with minimal supervision
• Strong computer skills; knowledge of Microsoft Outlook, Word, and Excel required (proficiency in all MS Office products preferred)
• Accounting and legal marketing experience preferred; experience in a professional services organization is a plus

Benefits

• Choice of health and vision insurance plans
• 2 paid volunteer days for qualifying community service work
• Dental plan
• Fertility and adoption benefit
• Paid sabbatical after 13 years of service
• Tuition reimbursement
• Commuter benefits
• Retirement contribution

Schedule

Five days in‑office required.