Hobbs, Straus, Dean & Walker, LLP is seeking a professional, organized, and detail-oriented Administrative Assistant/IT Coordinator to join our Washington, DC office. This is an in-office position and is not remote.
Hobbs Straus is a national law firm dedicated exclusively to Federal Indian Law. For more than 40 years, the Firm has worked with Indian and Alaska Native tribes and tribal organizations to promote and defend tribal sovereignty, strengthen tribal governments, expand opportunities for Tribal Nations, and improve the lives of American Indians and Alaska Natives. Our work is grounded in integrity, respect, collaboration, and a deep commitment to the clients and communities we serve.
We are looking for a dependable, service-oriented, and proactive professional who takes pride in providing high-quality administrative support. The Administrative Assistant/IT Coordinator will work directly with attorneys, government relations professionals, and other timekeepers to provide daily administrative assistance and help ensure that matters, deadlines, communications, technology-related administrative needs, and internal processes are handled accurately and timely.
The ideal candidate will bring prior law firm experience, strong organizational skills, excellent attention to detail, sound judgment, comfort with technology, and the ability to manage competing priorities in a fast-paced professional environment. This role requires professionalism, discretion, confidentiality, and a positive, team-focused approach.
Key Relationships
This position will work closely with attorneys, government relations professionals, managers, administrative staff, accounting and billing personnel, clients, vendors, IT support providers, and other members of the Firm’s support team.
Essential Duties and Responsibilities
The Administrative Assistant/ IT Coordinator will be responsible for a broad range of administrative duties, including but not limited to:
- Providing direct administrative support to multiple attorneys, government relations professionals, and other timekeepers.
- Maintaining attorney and timekeeper calendars, scheduling meetings, coordinating logistics, and tracking deadlines.
- Coordinating, entering, reviewing, and editing daily time entry for timekeepers.
- Preparing, submitting, and tracking expense reimbursement reports.
- Assisting with client billing processes, including reviewing billing narratives, making non-substantive edits, coordinating approvals, and tracking invoice status.
- Preparing, editing, proofreading, and formatting correspondence, memoranda, reports, presentations, and other Firm documents.
- Creating and editing Microsoft Word documents, Excel spreadsheets, Outlook communications, and PowerPoint presentations.
- Maintaining organized electronic and physical files, including scanning, saving, filing, retrieving, and archiving documents in accordance with Firm procedures.
- Assisting with new matter intake, conflict checks, file opening requests, engagement letters, and related administrative processes.
- Coordinating domestic travel arrangements and related approvals, as needed.
- Preparing and submitting vendor invoices for payment, when applicable.
- Answering and placing telephone calls, maintaining contact lists, and assisting with client communications.
- Supporting attorney licensing renewals, continuing legal education tracking, and other professional compliance-related administrative tasks.
- Assisting with document assembly, mailings, binders, PDF editing, and document comparison projects.
- Providing overflow support to other administrative team members as needed.
- Assisting with client service functions, internal meetings, events, and occasional marketing or business development support.
- Performing other administrative duties and project work as assigned by attorneys, managers, practice leaders, or department heads.
Technology and Help Desk Support
In addition to general administrative duties, the Administrative Assistant/IT Coordinator will provide basic help desk and technology-related support for the Washington, DC office. This role will serve as an initial point of contact for routine technology needs and will help ensure that requests are documented, tracked, and resolved or escalated appropriately.
Responsibilities include, but are not limited to:
- Serving as a first point of contact for basic help desk requests from attorneys, government relations professionals, and staff.
- Receiving, documenting, prioritizing, and tracking technology support requests and service tickets.
- Providing basic troubleshooting assistance for common user issues, including computer access, printer/copier issues, phones, conference room technology, video conferencing, Microsoft Office, Outlook, Teams, Adobe, and other commonly used applications.
- Escalating more complex technology issues to the Firm’s IT vendor or appropriate internal contact and following up to ensure timely resolution.
- Assisting with password reset coordination, account access requests, software installation requests, and system permission updates, as appropriate.
- Supporting onboarding and offboarding by coordinating equipment setup, email access, phone setup, software needs, and user access requests.
- Helping maintain an accurate inventory of Firm technology equipment, including laptops, monitors, docking stations, phones, headsets, and other devices.
- Assisting with the setup, distribution, return, and tracking of Firm-issued technology equipment.
- Providing basic support for meetings, presentations, conference calls, webinars, and video conferences.
- Coordinating with IT vendors on service tickets, equipment issues, software updates, and technology-related projects.
- Helping users navigate routine functions in firmwide systems, including time entry, billing, document management, expense, and administrative platforms.
- Supporting technology training logistics and assisting with the preparation of basic user guides, checklists, and reference materials.
- Maintaining confidentiality and professionalism when handling technology, user access, personnel, and Firm-related information.
- Assisting the Firm Administrator, HR, Accounting, and IT support providers with other technology-related tasks and projects as needed.
Experience, Skills, and Qualifications
Qualified candidates should possess the following:
- Prior law firm experience is required; experience supporting multiple attorneys or timekeepers is strongly preferred.
- Previous experience in a mid-size or large law firm, government relations practice, or professional services environment is a plus.
- Excellent client service skills and a professional, responsive communication style.
- Strong organizational skills and the ability to prioritize, multi-task, meet deadlines, and manage competing responsibilities.
- Excellent attention to detail, including spelling, grammar, formatting, accuracy, and follow-through.
- Ability to work independently while also contributing positively to a team environment.
- Sound judgment, flexibility, and professionalism in decision-making and problem-solving.
- Ability to follow detailed oral and written instructions.
- Ability to maintain confidentiality when handling sensitive Firm, attorney, client, personnel, and technology-related matters.
- Strong interpersonal skills and the ability to develop and maintain effective working relationships with internal and external clients.
- Comfort with technology and a willingness to learn new systems, processes, and applications.
- Positive attitude, dependability, and willingness to assist others as needed.
Technology Skills
Candidates should have proficiency with Microsoft Office Suite, including:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Teams or other video conferencing platforms
Experience with legal or professional services software is preferred, including document management systems, time entry systems, billing platforms, expense reimbursement systems, PDF editing software, electronic filing tools, DocuSign, and other business process applications.
Experience coordinating with IT vendors, submitting or tracking support tickets, assisting with basic troubleshooting, maintaining equipment inventory, and supporting technology onboarding is also preferred.
Additional Requirements
This position operates in a professional office setting and requires routine use of a computer, telephone, and other standard office equipment. The role is largely sedentary but may require occasional lifting of files, opening file cabinets, organizing records, bending, standing, moving materials, and assisting with the setup or movement of office technology equipment as needed.
Occasional overtime may be required depending on business, client, technology, or practice needs.
Work Environment and Firm Culture
Hobbs Straus maintains a collegial, respectful, and mission-driven workplace. The Firm values collaboration, professionalism, integrity, and service to clients and communities. Every member of the team plays an important role in supporting the Firm’s work on behalf of tribes and tribal organizations.
This position is well-suited for someone who takes pride in administrative excellence, understands the importance of confidentiality and client service, is comfortable supporting technology-related administrative needs, and wants to contribute meaningfully to a law firm whose work is rooted in advocacy, service, and positive change in Indian Country.
Hobbs Straus Dean & Walker is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other protected status under applicable law.
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
