Administrative Services Assistant

Job Description

Job Description

Incisive. Inclusive. Invested. We’re Axinn.

Experienced, tenacious, and always trial-ready, we are committed to understanding complex legal challenges that impact the future of our clients' businesses, globally.

Focusing on antitrust, intellectual property, and high-stakes litigation, our extensive teams in the U.S. possess deep knowledge and client-side experience across a range of sectors, including technology, healthcare, life sciences, and consumer products.

At Axinn, inclusivity is central to who we are. We have a purpose that goes beyond profit, which includes fostering a fair, welcoming workplace and supporting the communities where we live and work. We actively recognize talent and promote opportunities for all team members. By embracing the unique experiences and perspectives of our people, we fuel creativity and deliver results for our clients.

Under the direct supervision of the Facilities and Hospitalities (F&H) Manager, as well as indirectly under the Workplace Culture & Opportunity Manager, the Administrative Services Assistant position will serve as the main point of contact for hospitality/facilities activities within the DC Office. This includes, but is not limited to, on-site logistical assistance for client and practice group meetings, DC-specific events, and others as requested. The incumbent will also help execute on programming and be the lead logistics’ support for Workplace Culture and Opportunity initiatives. In addition, the position is responsible for the following:

Responsibilities and Duties:

• General Administrative Support Services
  1. Serve as the main POC for all DC catering, from initial request through delivery, setup, and cleanup
  2. Liaise with vendors to ensure timely, accurate, and high-quality service; maintain preferred vendor list
  3. Track catering costs and assist with budget reconciliation, invoice payment, and reports
  4. Coordinate pantry and breakroom supplies, ensuring consistent stock and presentation standards.
  5. Support firm receptions, partner lunches, and other special events with logistics and hospitality oversight
  6. Ensure supply rooms are neat, organized, and stocked to a professional standard
  7. Collaborate with reception and facilities teams to ensure meeting rooms are properly set, serviced, and cleaned post-use
  8. Maintain catering and hospitality documentation, including SOPs and event templates
  9. Proactively recommend enhancements to hospitality and workplace experience processes
• Workplace Culture & Opportunity Support
  1. Partner with the Workplace Culture & Opportunity Manager to assist in executing programs that strengthen engagement, inclusion, and firm culture
  2. Support logistical planning and coordination of internal events, external venues, volunteer initiatives, recognition programs, and firm-wide celebrations
  3. Help gather employee feedback and assist in tracking participation and outcomes for workplace programs
  4. Draft communications for firm-wide programming

• Other duties and special projects as assigned

Education, Experience, and Skills Required:

• 5+ years of general office/administrative/office services experience required, prior law firm experience is highly preferred
• BS/BA in Business Administration, Hospitality or closely related field highly preferred
• Previous project management experience
• Excellent communication skills, both verbal and written
• General knowledge of office equipment and tools
• Strong Microsoft Office skills – Word, Excel, PowerPoint, Outlook and various document management tools
• Ability to build rapport with attorneys and professional staff
• Strong organizational skills with great attention to detail
• The ability to work independently but within a team environment

Benefits

At Axinn, we offer market competitive wages and generous benefit options to our valued employees. This includes, but is not limited to, the following:

• Competitive starting pay and annual discretionary bonus and raise eligibility
• Generous paid time off benefits (vacation, personal days, holidays, and sick leave)
• Firm paid short and long-term disability, plus life and accident insurance
• 401(k) Profit Sharing Plan and Cash Balance Retirement Plan with generous employer contributions (please ask for further details re: eligibility requirements)
• Comprehensive medical, dental, and vision insurance options
• Flexible spending and health savings accounts (medical plan dependent)
• Firm paid comprehensive Employee Assistance Program (EAP)
• Student loan refinancing discounts
• Lifestyle reimbursement program

Position Details

This is a full-time, benefits eligible, non-exempt level position. Final rate of pay will be commensurate with the incumbent’s experience, with a targeted hiring range of $35.00 – $41.00 hourly. This position is currently available in our DC office location only.

Axinn is an equal employment opportunity employer and is committed to creating an environment that draws upon the strength of the diversity of its workforce to achieve excellence in the Firm's field and beyond