JOB SUMMARY
Kutak Rock LLP seeks an Office Administrative Assistant for its Omaha office to provide high-quality, office-focused support to the senior administrative team. This role is central to keeping the office running smoothly, owning calendars and logistics, actively participating in the office’s associate recruiting activities, coordinating firm events and culture initiatives, managing parking and facilities processes, and ensuring timely, accurate expense reporting. The ideal candidate brings a confident, welcoming presence; exceptional verbal and written communication skills; strong organization; and a proactive mindset to support internal and external stakeholders.
This is a full-time position with standard hours of Monday–Friday, 8:30 a.m.–5:00 p.m.
RESPONSIBILITIES
- Provide professional, office-related, administrative support to the office’s senior administrative team, including calendar coordination, meeting scheduling, materials preparation, and follow-up tracking
- Serve as a liaison to the office’s Recruiting Committee, which oversees the summer associate program. Attend committee meetings and prepare and circulate meeting notes; coordinate summer associate interviews with the firm’s national recruiting team; serve as the initial point of contact by greeting summer associate candidates arriving for interviews and making a strong first impression; and assist in the planning and execution of summer associate events
- Serve as a first point of contact for office administrative inquiries; answer questions and route individuals to appropriate teams
- Maintain office-related records; prepare and organize orientation materials, assist with maps and phone rosters, assist with personnel records
- Play a lead role in onboarding and offboarding processes for staff and attorneys, including scheduling and participating in orientation and serving as the first point of contact to greet new hires on their first day
- Manage parking assignments and related communications; keep records current for new hires, transfers, and departures
- Prepare, submit, and reconcile expense reports and office-related invoices in accordance with firm policies and timelines
- Coordinate small purchases and vendor engagement for office operations and events
- Coordinate and execute office events; attend certain events in a working capacity to ensure smooth execution
- Manage timelines, budgets, vendors, invitations/RSVPs, and onsite logistics to deliver high-quality experiences
- Represent the firm and administrative team in person, via email, and by phone with polish, professionalism, and a welcoming presence; project confidence and, over time, demonstrate thorough knowledge of the office and firm
- Draft clear communications, invitations, and memos; ensure consistent messaging and timely updates to stakeholders
- Handle sensitive and confidential information with discretion
- Occasionally operate the office vehicle for event and office needs
- Some overtime required, particularly around events, peak periods, and time-sensitive operational needs. Limited flexibility may be available based on department workload
QUALIFICATIONS: Skills and Abilities
- Exceptional customer service, engaging interpersonal skills, and a welcoming presence; ability to handle confidential information and sensitive situations with discretion
- Strong written and verbal communication skills with attention to detail; ability to communicate in a clear, concise, and confident manner
- Focused analytical, organizational, and problem-solving abilities; demonstrated ability to prioritize and balance competing needs
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel); comfort with virtual meeting tools
- Experience supporting senior leaders or managing complex calendars and meeting logistics
- Experience planning events and coordinating vendors
- Experience supporting recruiting programs or coordinating candidate interviews
- Familiarity with expense management systems and basic budget tracking
- Experience in a professional services or legal environment
QUALIFICATIONS: Education and Experience
- Minimum of 2 years of experience in a corporate business environment in an administrative or office coordination role
- Associate degree or equivalent experience
Position Information
Status: Non-Exempt
Work Arrangement: In Office ;with the opportunity to become hybrid, 4-days in, following successful completion of training and orientation.
Benefits
Medical, Dental, Vision, Life, Dependent Life, Disability, and Accidental Death & Dismemberment insurance. Flexible Spending Plan. Health Savings Account. Generous Profit-Sharing and 401(k) Retirement benefits. Discretionary bonuses. Nine Paid Holidays per calendar year. 1 hour of paid vacation leave accrued for every 16 hours worked. 1 hour of paid sick leave accrued for every 30 hours worked. Paid parental leave. Fertility coverage assistance. Adoption and surrogacy financial assistance. Bereavement, jury duty, military leave. Employee Assistance Program. Back-Up Care. Domestic Partner Benefits. Commuting Benefits. Tuition Reimbursement. Employee Referral Program. Some of the foregoing benefits include Employer/Employee cost sharing.
Additional Information
Any offer of employment is contingent upon the successful completion of a background check. Consideration of any background check will be an individualized assessment based on the applicant or employee’s specific record and the duties and requirements of the specific job.
About the Firm
Kutak Rock was formed in 1965 with a commitment to exceptional client service delivered with a collaborative, team-focused approach. Our founding charter commits the firm to “allow and encourage each individual within it to be a full person,” and we strive to offer an exceptional professional environment, intellectually challenging and engaging work in multiple disciplines, competitive compensation and benefits, opportunities for training and career development. We are a leading national law firm with locations in 21 cities united by our common commitment to our core values of client service; integrity and fairness; innovation; and inclusiveness and diversity.
We are dedicated to the maintenance of a respectful, collegial, communicative, and equal opportunity workplace that encourages and rewards innovation and entrepreneurship. We measure our success not just on the basis of our revenues or our profits, but by the satisfaction we deliver for our clients and the health, engagement, and loyalty of our people.