Benefit Assistant (Firmwide)
Akin Gump Strauss Hauer & Feld LLP
Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking a Benefits Assistant in the Firmwide Human Resources department reporting to the Director of Financial Benefits and Director of Health and Well-Being Benefits.
The position will reside in the Washington, DC office and will be responsible for providing administrative and clerical support to the Firm Benefits team. The Benefits Assistant is expected to perform all responsibilities with a commitment to maintaining confidentiality and providing superior service to the firm's attorneys, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement.
Key responsibilities of this position include:
+ Serve as first point of contact for the Benefits team, directing inquiries, answering/screening calls, and directing callers to the appropriate department resources.
+ Prepare and edit a wide range documents in Word, Excel and Power Point, including correspondence, memoranda, spreadsheets, presentations, and project work. Proofread for accuracy of format, grammar, punctuation and syntax.
+ Perform administrative tasks, including processing check requests, bills and invoices, expense reports for the benefit directors and direct reports, and maintain the appropriate team logs and records.
+ Coordinate conferences, meetings, appointments and related ancillary details such as WebEx set-ups, video conferences, audio-visual needs, meals, etc., ensuring in advance that all scheduled calls are connected without technical issues.
+ Maintain department data, records and other information manually and/or electronically, including file listings, spreadsheets, databases and word processing documents.
+ Perform data entry and create basic reports in the Human Resources Information System (Lawson) as needed.
+ Handle incoming and outgoing mail. Copy, distribute, send, file (via e-mail, mail, courier or express service).
+ Set up and maintain files in an organized and timely fashion, following established department protocol and procedures, including to set-up and maintain the department's secure NetDocs folders, as needed.
+ Monitor the Benefits Support mailbox, and forward emails to appropriate parties within the department, or otherwise handling inquiries and requests.
+ Serve as a back up to benefit analysts in assisting with clerical related tasks as needed.
+ Distribute supplies, documents and other materials to local HR departments as needed (e.g., wellness awards and materials, benefit materials and mailings, etc.).
+ Coordinate work as needed with other office departments, including Word Processing, IT, Duplication, Office Services, Finance, etc.
+ Coordinate the creation and updates of benefit materials to include creating schedules, managing due dates, posting to sites, etc.
+ Designated as a point person for various firm and benefits communication vehicles online in order to create content and publishing schedule.
+ Support the Well-Being Benefits Manager with program rollout, material distribution, report generation, mailings, and the firm's external wellness vendor management.
+ Assist Benefits Analyst with the Commuter Benefits program to include data and file updates and communications.
+ Assist Benefits Analyst with the firm's employee discount program to maintain and add discounts to the website and maintain the membership details.
+ Maintain current and relevant information on the firm portal benefits pages.
+ Gather data from various sources in order to complete vendor survey requests and award submissions.
+ Draft and maintain process and procedure documentation for department functions and responsibilities.
+ Provide assistance with annual HR/Benefit processes such as open enrollment and benefit-related audits.
+ Oversee the marketing of, day-to-day and administrative responsibilities of assigned benefit programs such as, but not limited to, Milk Stork, Grand Rounds, Beyond Medicare, Health Advocate and AG Perks in partnership with program director.
+ Handle special department and administrative projects as required.
Qualifications (Experience, Knowledge, Skills & Abilities):
+ Bachelor's degree required
+ Minimum of one year of administrative clerical experience, preferably in a human resources department and/or professional service environment
+ Strong proficiency in Microsoft Office, including Word, Outlook, and PowerPoint
+ Advanced proficiency in Excel
+ Strong analytical skills
+ Familiarity with basic accounting administrative tasks such as invoicing, check requests, expense reports and other accounting forms and reports
+ Commitment to maintaining strict confidentiality of employee, office, firm and client information and adhering to the Firm's Core Values
+ Excellent written and oral communication skills, including grammar, spelling and punctuation
+ Ability to read, comprehend and follow instructions
+ Proficiency with advanced telephone functions, including conference calling and voicemail
+ Excellent telephone manner
+ Strong organizational skills and attention to details
+ Demonstrated commitment to customer service
+ Ability to perform administrative tasks with a high degree of accuracy
+ Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines and telephones
+ Ability to work independently, take initiative, set priorities and see projects through completion
+ Ability to meet deadlines and respond to changing priorities
+ Ability to handle many tasks simultaneously
+ Ability to work with a wide range of people in a team setting
+ Ability to establish effective working relationships within the department, office and firm
+ Ability to establish effective working relationships with clients, vendors and others outside the firm
+ Ability to perform mathematical functions necessary for position - add, subtract, multiply, divide, percentages
+ Ability to work extended hours as necessary to fulfill responsibilities
+ Commitment to personal professional growth and development
Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility
Required SkillsRequired Experience