Administrative Assistant

• Hire, train, and mentor a high-performing team to execute our product vision and strategy with measurable business impact
• Lead design projects of significant scope across vision, strategy, and execution
• Build lean standards and processes that balance quality, capability, and speed
• Contribute to product strategy and roadmaps in service of company objectives
• Use AI tools fluently — from rapid prototyping and generative exploration to shipping faster, higher-quality work
• Partner effectively with teams in the US and across time zones, bringing strong async communication and a collaborative, low-ego working style
• Build relationships across Product, Engineering, Marketing, and Data Science to deliver cohesive, inclusive user experiences
• Own key UX artifacts — user journeys, personas, UX measurement, and more
• Drive accessibility through inclusive design, awareness, and innovation

Group Manager – Product Design, Back Office

• Provide secretarial and administrative support to lawyers
• Document preparation, editing, file maintenance, and client billing
• Work with timekeepers, input time entry, file electronic court filings, pleadings
• Client contact in person and over the phone
• Travel arrangements and reimbursements
• Handle administrative confidential/sensitive firm and/or client information

Temporary Legal Administrative Assistant

• Maintain administrative contract trackers and notify the assigned Senior Paralegal of upcoming signature deadlines, expiration dates, and other key administrative milestones.
• Prepare, format, and route contract documents, signature packets, and related materials for review, approval, and execution, following established templates and procedures.
• Process requests for certificates of insurance and standard vendor registration forms, gathering and inputting required information and coordinating with requesters and carriers.
• Maintain contract repository by quickly and accurately filing executed agreements, amendments, and related documents, ensuring records are complete, organized, and readily retrievable.
• Assign and route incoming contract requests to the appropriate Senior Paralegal for review and assist with locating executed agreements as needed.
• Compile administrative data and contract metrics for recurring reports to the Senior Managing Counsel.
• Coordinate scheduling, meeting logistics, and follow-up on communications related to contract processing and internal stakeholder meetings.
• Regularly review and update contract management system records, maintaining data entry accuracy and consistency.
• Conduct internal audits of contract records and legal documentation and preparing summary reports for attorneys, as needed.
• Assist broader legal team as needed with various administrative and organizational tasks.

Legal Administrative Assistant

• help run the operational processes that support the OCLO
• run the planning, coordination, documentation, reporting, and follow-through that make key operating rhythms and department-wide critical initiatives successful.
• support strategic priority planning, coordinate business operations activity across Legal, manage knowledge-sharing platforms, develop KPI dashboards and reports, and create clear presentations and communications
• coordinate across the Legal Business Operations community to support alignment, information flow, consistent execution, and transparency
• manage knowledge management processes and platforms, with a focus on SharePoint and Airtable
• create clear, concise, and executive-ready presentations, reports, and written communications
• run the processes that help make Legal leadership team meetings successful.

Program Manager

• Resolve a full range of internal and external customer requests
• Research and assemble data
• Prepare documentation and proposals for internal and external clients
• Provide guidance and outcome data to management on area of expertise
• Assist with training on subject matter
• Additional responsibilities as assigned

Tax Administrative Specialist

• Making outbound sales contacts, including cold calls, and pursuing sales leads to develop a portfolio of buying customers.
• Accepting orders, closing sales, maintaining customer records, and completing required documentation accurately and on time.
• Identifying and qualifying prospective customers and recording sales prospecting activity in Salesforce.
• Representing an assigned product line that may overlap with other sales teams’ territories, as applicable.
• Working within territory, account, product, service, or sales processes of limited complexity.
• Informing customers of new product and service introductions, pricing, and relevant updates.
• Maintaining regular communication with the Sales Director and Team Lead to support sales priorities and execution.
• Maintaining a proficient understanding of Accurint, including the ability to demonstrate the platform and discuss pricing plans.
• Performing all other duties as assigned.

Customer Administrative Specialist

• Assume responsibility for daily IP administrative workflows and tasks, ensuring seamless practice continuity
• Serve as a liaison between the PGL (Practice Group Leader) and the firm's practice systems, legal staff, and select administrative departments on multiple projects and programs
• Work within internal processes to partner with other firm departments to help accomplish goals
• Represent the practice group to internal and external clients in a professional and polished manner at all times
• Take initiative to ensure that internal and external clients are served efficiently and effectively
• Handle all travel arrangements and resolve travel disruptions effectively
• Organize, manage, and maintain meeting and event invitations
• Schedule visiting offices and conference rooms and maintain records
• Process expense reimbursements, incoming and outgoing correspondence, telephone and email inquiries, and ensure that all are handled appropriately and in a timely manner
• Assist with the monthly client billing cycle, including reviewing, editing, and processing proformas (pre-bills) in accordance with firm policies and specific client billing guidelines
• Prepare reports and compile data for inclusion in reports and presentations, perform research and prepare information for special projects as assigned
• Develop and maintain a system to track deadlines, projects, time commitments, and the completion of tasks
• Ensure that various administrative tasks are completed in an effective and efficient manner, including reviewing email, drafting correspondence, screening telephone calls, and maintaining executive and historical files
• Prioritize multiple projects simultaneously, anticipating the PGL's responsibilities, and following through on issues in a timely manner
• Perform advanced and confidential administrative duties that may require varying degrees of skill and familiarity with legal matters and firm policies and procedures
• Add value through understanding the work processes and resources, structure, and business of the firm and practice group

Patent Operations Administrative Assistant

• Serve as a primary internal point of contact for Mobilization team
• Manage all contracts and invoice processes, ensuring timely approvals and alignment with budget and partner expectations
• Manage the Mobilization inbox(es), ensuring timely, professional responses and that all opportunities are captured and routed appropriately
• Coordinate team rhythms, including staff meetings, planning sessions, and key internal communications
• Support development and execution of team onboarding processes and resources for new staff, interns, and key volunteers
• Support Mobilization team members in ensuring accurate and up to date records of key engagements and events within Salesforce CRM
• Assist in the development of communication materials, including presentations, emails, meeting briefs, and partnership proposals
• Oversee the catalog of external resources and materials
• Support the Champion, Student, and Peer to Peer audiences through external campaign communications and onboarding processes
• Assist in planning and executing in-person team meetings and team-building activities
• Oversee warehouse and inventory management for print, event and campaign materials; coordinate shipping and fulfillment for campaigns, events and conferences
• Participation in IJM’s community of spiritual formation

Administrative Assistant, US Mobilization

• Provide high-level, proactive administrative support to the Head of Global Regulatory Policy & Intelligence and selected members of the leadership team.
• Manage complex domestic and international travel arrangements in compliance with company policy, including visa, ESTA, and related documentation
• Coordinate registration, payments, and logistics for global conferences, external engagements, and visiting executives
• Provide end-to-end administrative support for senior leaders and selected team members
• Initiate and manage purchase orders, departmental purchasing cards, and related procurement activities
• Coordinate recurring leadership and team meetings, including agenda development, scheduling, and virtual or hybrid logistics
• Plan and execute logistics for special events, off-site meetings, and training sessions, including meeting space and catering
• Lead onboarding coordination for new team members, including systems access, equipment, workspace, and credentials
• Maintain organized document and file management systems, including SharePoint
• Serve as the primary point of contact for internal and external visitors, overseeing registration, workspace, and travel logistics
• Oversee office services, supplies, business cards, and mail distribution
• Provide backup support for other senior assistants as needed
• Support ad hoc initiatives and special projects requiring independent judgment and coordination.

Senior Administrative Assistant

• Responsible for administrative tasks involved in conference planning, travel arrangements, and training registration
• Assists with a broad array of general administrative duties including scheduling of meetings
• Tracks and processes expense reports, invoices, and purchase orders
• Supports project management duties and document management
• Obtains & reviews competitive vendor quotes for office equipment/supplies
• Coordinates with other faculty and staff regarding supplies and events
• Supports social media strategy and website management
• Provides light note-taking support during meetings

• Strategic Calendar Command: You will transform the executive calendar into a curated roadmap, ensuring time is strictly allocated to Cape’s highest priorities while proactively resolving 100% of scheduling conflicts.
• Precision Logistics: You will own end-to-end domestic and international travel itineraries, managing every detail—from visas and time zones to ground transport—so that leadership travel is seamless and stress-free.
• Operational Velocity: You will reclaim hours of leadership’s weekly capacity by acting as a gatekeeper, problem solver, and a driver for ad-hoc special projects.
• Stakeholder Diplomacy: You will serve as a polished, professional point of contact for Cape’s internal teams and external customers, navigating high-stakes relationships with discretion and tact.

• Sort and distribute incoming mail once or twice per week.
• Scan all incoming checks and route them to appropriate staff once or twice per week.
• Serve as liaison with building management for office needs, conference room reservations and other staff requests.
• Create tax acknowledgment letters and assist the Development team with other special mailings or projects once or twice per week.
• Answer the office phone; retrieve and distribute incoming voicemails to staff.
• Monitor, respond to and route messages received through the organization’s general email inbox.
• Keep the NLP office workspace and files organized.
• Maintain the office supply, equipment, and swag/collateral inventory.
• Coordinate the mailing of supplies to staff and NLP swag/collateral to staff, educators, partners, and supporters.
• Assist in coordinating logistics for conferences that NLP staff attend, including shipping booth materials, collateral, and swag for events.
• Support staff with procurement needs, including securing travel reservations, making professional development purchases, procuring supplies, etc.
• Work on special projects and event support as assigned.
• Assist with accounts payable and administrative finance processes as assigned.

Administrative Assistant jobs in District of Columbia

See all jobs on JobTailor

Group Manager – Product Design, Back Office

Temporary Legal Administrative Assistant

Legal Administrative Assistant

Program Manager

Tax Administrative Specialist

Customer Administrative Specialist

Patent Operations Administrative Assistant

Administrative Assistant, US Mobilization

Senior Administrative Assistant

Administrative Assistant

Administrative Assistant

Office Manager