Hoge Fenton is a multi-service law firm headquartered in Silicon Valley providing legal services in a broad range of areas of law. We are recruiting for a full-time Administrative Assistant to perform administrative duties in support of the firm’s Executive Director, Director of HR and Operations, and Chief of Finance.

Job Duties and Responsibilities

Human Resources:

• Assemble and distribute orientation schedule and benefits packets for new hires
• Post staff and attorney openings on website, and to minority bar associations and other venues as appropriate.
• Coordinate and schedule interviews with attorney/staff candidates
• Review of payroll timesheets for compliance with firm policies and state regulations
• Collect employee signatures, responses to polls, etc (e.g., handbook updates/acknowledgements)
• Assist with the planning and execution of firm committee activities (Wellness, Social, DEI, etc)
• Process personnel files as requested (scan, destroy per retention policy, etc)

Operations:

• Coordinate and serve as point person for office maintenance needs in San Jose office.
• Request access cards and coordinating employee parking with property management
• Submit service requests to property management
• Coordinate library collection and related attorney resource tasks

Finance:

• Assist Accounting Dept with general and special assignments
• Assist with monthly practice group reporting
• Assist with monthly bank reconciliations
• Coordination of retirement plan communication (4x/yr).
• Assist with destruction of closed files stored offsite

Other:

• Order flowers for new hires, sympathy, etc
• Update various department lists/spreadsheets
• Draft and distribute various internal communications (e.g. payday, birthday/anniversary emails, wellness email, various newsletters)

Education, Experience, Skills

• High School education or equivalent; Bachelor’s Degree preferred
• At least two years in an office environment where organizational skills were the primary duties
• Familiarity with Microsoft Word, Outlook, Excel and PowerPoint
• Internet usage
• Word processing skills
• Proofreading skills
• Keen attention to detail
• Ability to prioritize, multitask and work under pressure of deadlines
• Ability to think critically and analytically in a pressured environment
• Ability to handle the workload to support three busy executives
• Excellent verbal and written communication skills to interface with attorneys, clients, vendors, and other staff members
• Ability to clearly and effectively communicate with varying levels of people within the organization
• Practices and fosters an atmosphere of teamwork and cooperation; ability to work productively and cooperatively with other employees
• Ability to constantly learn new skills as they become necessary

Physical Requirements

• Essentially a sedentary position
• Delivers work assignments to other departments
• Normal effort of general office work typically including bending, moving and lifting up to 25 pounds; work at computer terminals and telephones

Hoge Fenton has a strong commitment to diversity. We strive to recruit and retain a work force that welcomes and supports the interests of women, families, and people of any age, race, creed, religion, color, national origin, ethnicity, gender, sexual orientation, gender identity/gender expression, disability, or military or veteran status. Our environment is collegial, collaborative, flexible, and supportive.

This position will be based in San Jose. Occasional travel to the Pleasanton and San Mateo offices will be necessary as this position supports employees across all of our office locations.

The hourly salary range for this position is $25.00 to $27.00. This salary range represents the firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will depend upon a number of factors, including but not limited to, the candidate’s years of experience, qualifications, and skill set.

Please send resume, cover letter and salary expectations to Heather Larrick, Executive Director (heather.larrick@hogefenton.com).