Staff - Administrative & Recruiting Assistant - Miami

Shutts & Bowen, a full-service law firm serving clients locally, nationally, and internationally, is seeking an Administrative & Recruiting Assistant to join our firm.

This position will work alongside the Office Administrator and Director of Recruiting & Professional Development.  Individual will assist with recruiting, interview, and hire new staff and attorneys. This role also includes attorney Professional Development and other Administrative duties.

ESSENTIAL JOB FUNCTIONS*May perform any or all of the following*

  • Consult with Director of Recruitment to discuss hiring needs and specific job objectives;
  • Prepare lateral career opportunities for advertising on firm website, career websites or online;
  • Source candidates by using databases and social media;
  • Review incoming resumes and provide shortlist of qualified candidates to Director of Recruitment;
  • Coordinate and schedule video conferences and in-person interviews between the firm’s attorneys and lateral candidates;
  • Track the progress of lateral candidates under consideration;
  • Coordinate background checks;
  • Provide overall administrative support to the Office Administrator and Director of Recruitment;
  • Support the Director of Recruitment with all aspects of the law school recruiting program (summer, fall, etc.) and associate-focused programs;
  • Assist with coordination of Recruiting/Development events including venue logistics, set-up and support;
  • Participate in Law School Hiring Committee meetings with the Firms’ Attorneys;
  • Document and prepare all correspondence (decline letters, database tracking);
  • Work with Director of Professional Development on an as needed basis to coordinate development and in-house programs, including all logistics;
  • Assist with preparation for new employee arrivals and integration;
  • Track and report statistical data to Director of Recruiting with respect to recruiting and development efforts;
  • Aid and support to Director of Recruitment on recruiting/associate development projects, as needed;
  • Distribution of interview schedules and other materials to candidates and interviewers;
  • Greet candidates upon arrival and escort them to interviews;
  • Coordinate on-campus law student interviews along with transmission of materials to law schools, including interview room reservations;
  • Attends team meetings, as requested;
  • Draft Offer Letters;
  • Assist with airline and hotel reservations for candidates interviewing in the office;
  • Assist with planning and implementing the summer associate program including orientation, manuals, and work assignments, including social and training events;
  • Assist with coordination of candidate receptions and events;
  • Maintain relationship and ongoing communication with law school placement offices;
  • Maintain and track recruiting budget;
  • Maintain and update recruiting database and files including data input, resume uploads, and record updates;
  • Receive and processes all incoming recruiting correspondence;
  • Generates reports from Leopard List, as requested;
  • Maintain LinkedIn Recruiter;
  • Processing all administrative and recruitment invoices;
  • Assist with onboarding and off-boarding for new hires, including issuance and deactivation of office access/parking ID cards;
  • PTO scheduling and coverage;
  • Maintenance of personnel records;
  • Maintain of I-9’s binder;
  • Reconcile SUNBIZ charges;
  • Manage OT approvals;
  • Assist with evaluation process;
  • Proofread and correct documents for correct grammar, spelling, punctuation, format, syntax, and content;
  • Input, retrieve, update, and delete information using computerized databases;
  • Prepare and assemble materials for meetings;
  • Physical attendance and punctuality at place of work;
  • Performs additional duties as instructed and assigned;

KNOWLEDGE, SKILLS, AND ABILITIES

  • Knowledge of recruiting procedures;
  • Thorough knowledge of general office practices, procedures and business English;
  • Operates; computer, printer, copier, fax, and mailroom equipment;
  • Ability to work on multiple projects, successfully prioritize workload and adjust to changing priorities as needed;
  • Ability to deal effectively with candidates, attorneys’ and co-workers;
  • Ability to type at 70 words per minute;
  • Ability to lift and move 10 lbs;
  • Active listening, reading, service orientation, coordination, and social perceptiveness;
  • Knowledge of office skills such as data entry, filing, phone etiquette, and composition of simple business letters;
  • Ability to organize time efficiently among a variety of duties;

QUALIFICATIONS

  • Bachelor's degree;
  • 2 plus years previous law firm experience in Administration and/or Recruiting and Development;
  • Proficient in Microsoft Word, PowerPoint and Excel;
  • Excellent written and verbal skills, business English spelling and grammar;
  • Excellent time management and organization skills;
  • Ability to work on multiple projects, successfully prioritize workload and adjust to changing priorities as needed;
  • Friendly, cooperative manner and good team spirit;
  • Flexibility to undertake a variety of assignments;

PHYSICAL ACTIVITY & REQUIREMENTS

  • Employee must talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel.
  • Employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.
  • Employee is subject to inside environmental conditions, protected from weather conditions but not necessarily from temperature changes.
  • The noise level in the work environment is usually quiet to moderate.

* Indicates a required field.

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Shutts & Bowen, established in 1910, is a full-service business law firm with approximately 300 lawyers located in eight offices across Florida.

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