Administrative Assistant - Recruiting

JOB PURPOSE The Administrative Assistant - Recruiting will work closely with the Attorney Recruiting and DEI Manager on implementing the firm’s attorney recruiting initiatives and responsive coordination and administration of the firm’s alumni program. WHERE YOU WILL WORK Flexible Work Schedule: Robins Kaplan LLP offers employees the benefit of flexible works schedules. This position has the option of working remotely 2-3 days per week. ESSENTIAL FUNCTIONSAttorney Recruiting, Onboarding, and Integration (Approximately 70% of work time annually) Assist the Attorney Recruiting and DEI Manager to successfully design, effectively and efficiently coordinate and evaluate all aspects of the firm’s Summer Associate Program including, pre-arrival processes, logistics and communications, orientation, mentoring, social and community service events, diversity events and initiatives, educational and special firm programming, and maintaining the assignment database. Maintain the applicant tracking system and evaluation process for summer associates, judicial clerks, and attorney candidates. Assist the Attorney Recruiting and DEI Manager, effectively and efficiently coordinate the law school student recruitment process, including: Support efforts for the firm’s branding initiatives and targeted law school communications. Facilitate the selection and scheduling of law schools for campus interviews. Schedule attorney interviewers for on-campus and in-office interviews. Interact with Career Services personnel directly and through the Symplicity system to manage application materials. Coordinate collection of interview feedback and facilitate the hiring decision process with the Attorney Recruiting and DEI Manager and Hiring Partner. Coordinate recruitment receptions in-house, on-campus, and at additional off-site locations. Prepare the firm’s NALP forms and other recruiting related survey responses with supervision from the Attorney Recruiting and DEI Manager. Assist the Attorney Recruiting and DEI Manager, provide pre-hire administrative logistics coordination for lateral attorney hires, incoming attorneys, staff attorneys, and technology specialists. Assist the Attorney Recruiting and DEI Manager with creating attorney orientation plans and handling corresponding scheduling, initiating electronic onboarding paperwork, uploading new hire paperwork, greeting new hires on their first day, providing an office tour, completing Form I-9, and processing new hires in UKG. Assist the Attorney Recruiting and DEI Manager and the Chair of Professional Development, coordinate and schedule New Associate Bootcamp. Process checks and expense reimbursement requests for candidates and other department expenses. Administer BarBri registration and payment, Bar Exam reimbursements, salary advances and relocation and moving payments for incoming associates, summer associates, and lateral attorney hires. Post summer associate, judicial clerk, and attorney job openings at law school alumni sites, job boards, firm web site. Network and partner with law school career services personnel to raise firm’s profile. On request, represent the firm at recruiting committee meetings at Twin Cities Diversity in Practice and Minnesota Legal Career Professionals. Assist with law student outreach initiatives, including attending and engaging with candidates at recruiting receptions, local law school affinity and special interest organizations designed to enhance the firm’s brand and reputation in the market. Participate as active member of task-forces to update recruiting and promotional materials, web site, social media presence. On request, take on special projects related to recruiting and the summer associate program. Research and prepare reports on various aspects of the legal market. Assist the team with developing a comprehensive knowledge of all firm policies and practices as it relates to attorneys and works to ensure the appropriate implementation of each. Talent/Administrative Support (Approximately 20% of work time annually)Conduct regular audits of personnel documentation including personnel files, arbitration agreements, and Form I-9. Coordinate and manage employee gifts including new hire gifts, baby gifts, bereavement gifts, advancement gifts and retirement gifts. Process invoices and monthly expense reports as requested. Assist the Director of Talent with tasks associated with the quarterly Business Professional Communication Meetings. For Project Attorney hires, initiate electronic onboarding paperwork, upload new hire paperwork, complete Form I-9, and process the hire in UKG. Alumni Program (Approximately 10% of work time annually) Program Strategy: Assist with the development and execution of alumni relations strategies, plans, initiatives and projects Editorial Coordination: Facilitate the preparation of alumni relations materials across multiple internal and external-facing mediums including newsletters, social media posts, LinkedIn groups and website. Maintain content on the alumni website including articles, events, photos, videos, career moves and job postings. Maintain information about Robins Kaplan alumni program in the firm’s internal intranet. Data Management: Regularly review, research, update, import, export and maintain alumni information in firm marketing and alumni databases. Prepare lists of alumni by location, industry, practice group, etc., as needed. Track metrics and prepare reports, as needed. Administrative Assistance: Assist the Attorney Recruiting and DEI Manager with planning and executing alumni events including social gatherings, alumni CLE programs, etc. Assist with execution of all components of alumni engagement plans and initiatives. Coordinate the exit process for departing attorneys as it relates to the alumni program, including post-departure follow up. Assist the Attorney Recruiting and DEI Manager with outreach efforts to alumni including curating opportunities for feature articles, speaking engagements, etc. Assist the Attorney Recruiting and DEI Manager with new alumni initiatives. Perform various administrative duties, as needed. Provide support and assistance for other Talent Management initiatives as directed. COMPETENCIESCommunication Proficiency Analytical Thinking Organizational Skills Flexibility SUPERVISORY RESPONSIBILITIY May supervise interns for special projects. KNOWLEDGE OR SKILLS REQUIREDStrong computer skills including advanced knowledge of CRM’s, marketing databases, content management systems, Outlook, Microsoft Word, Power Point and Excel for formatting graphs, charts and other visual methods of presenting information. Knowledge of viDesktop/viRecruit and Symplicity is beneficial. Maintains professionalism and strict confidentiality in all personnel, client and Firm matters. Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, candidates, clients, staff, and outside contacts. Exceptional organizational, planning, and project management skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish concise, detailed information in report format, written correspondence, email, or verbally. Exhibit high degree of initiative in managing multiple priorities simultaneously in a fast-paced, deadline-driven, detail-oriented work environment. Ability to work with frequent interruptions and adapt to changes in workflow. Dependable team player with high energy, creativity, and vision who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently within scope of the position’s responsibilities as a contributor on all levels. Extreme attention to detail. Strong customer service orientation. Innovative and proactive. Ability to follow up and follow through. Ability to perform under stressful conditions in a thoughtful, organized, and professional manner. Continually looks to streamline recruitment and alumni program processes for greatest efficiency. Ability to establish credibility, build trust and influence, and gain the confidence of firm leadership, lawyers, other professionals, and their team. Demonstrated ability to make presentations to small and/or large groups in an effective manner. Knowledge of and familiarity with diversity and inclusion best practices. Ability to exercise good judgment and work autonomously. EDUCATIONAL AND EXPERIENCE REQUIREMENTS Bachelor’s degree required; degree in Human Resources or Business preferred. Two or more years of attorney recruitment experience or marketing, communications or website design/application in a large law firm or similar organization strongly preferred. PHYSICAL DEMANDS OF POSITION Work is performed in a professional office environment and requires the following during the work day: Must be able to remain in a stationary position for long periods of time (working at a computer) Ability to move/traverse about inside the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.) Operate computer and other office equipment such as a copy machine, printer, telephone, etc. Repetitive movement (i.e. heavy computer/keyboard use). Individual will interact regularly with others verbally, in-person, and via written communication. May require occasional light lifting (files, copy paper, etc.). IN ADDITION TO THE ESSENTIAL FUNCTIONS OUTLINED ABOVE Must be willing to work occasional overtime, especially during peak recruitment season and the summer associate program. Individual in this position will provide additional assistance and support as directed by his/her supervisor. This job description is subject to change at any time. The hourly pay rate for this position is $23.44 - $34.15 per hour, depending on experience. This is a non-exempt position eligible for overtime. Actual pay will be adjusted based on experience and other job related factors permitted by law. It is the policy of Robins Kaplan LLP to provide equal employment opportunities for all without regard to race, color, religion, gender, gender identity/expression, sexual orientation, age, national origin, disability or any other status protected by federal, state or local law. It is also our policy to work with individuals with disabilities when reasonable accommodations, sufficient to allow a person with a disability to perform the essential functions of their job, may be needed. It is our policy to be a workplace free from illegal discrimination and harassment. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Created: 2026-03-04