Position Overview
A top international law firm is seeking an Administrative Specialist to support operations
in its Los Angeles office. This is a hybrid, non-exempt role focused on a variety of administrative
responsibilities. The position works closely with office leadership and collaborates with
departmental managers, professional staff, and attorneys on a wide range of initiatives. The role
includes event planning, wellness programming, facilities support, and technology-related
administrative tasks. This position requires a high degree of technological proficiency and a
proactive approach to workplace efficiency and engagement.
Key Responsibilities
Administrative Support & Communication
- Provide comprehensive administrative support across departments, ensuring smooth
coordination of projects and tasks. - Use advanced Microsoft Office skills (Word, Excel with pivot tables and charts,
PowerPoint, Outlook) and various business software tools (e.g., Chrome River, Aderant,
SRM, Adobe Acrobat). - Maintain and update internal web pages and intranet resources; compile usage data and
supports database management. - Assist in preparing administrative files, correspondence, and internal communication
materials. - Manage reporting tasks including tracking data and generating reports for office use.
Event Coordination & Engagement
- Serve as the lead contact for organizing and managing internal office events.
- Coordinate with department leaders and a catering contact on event logistics, décor, and
marketing materials. - Distribute event tickets and coordinate guest lists for entertainment venues, including
analysis and reporting of usage.
Facilities & Vendor Relations
- Support facilities management, coordinating service requests and maintenance tasks via
internal and building systems. - Maintain vendor relationships in conjunction with office services, track contracts and
assist in vendor scheduling and oversight. - Assist with space planning and tracks physical assets in coordination with finance and
office leadership. - Manage an internal art inventory, including documentation and occasional transportation
of pieces.
Security & Safety Compliance
- Collaborate with leadership on elements of workplace safety and emergency response
planning. - Coordinate fire and safety training compliance.
- Manage building access systems, including employee badges and floor warden
assignments.
Technology, Marketing, and Other Support
- Support technology and AV setups for meetings and internal programs.
- Assist in the creation and submission of promotional content or tribute materials in
collaboration with marketing personnel. - Handle administrative travel planning, meeting coordination, expense processing, and
confidential information management. - Support sustainability efforts by maintaining carbon tracking data and liaising with building
operations.
Required Skills and Qualifications
- Strong familiarity with internal operations and administrative processes in a professional
services environment. - High proficiency in tools such as Outlook, Excel (advanced functions), PowerPoint, Chrome
River, Aderant, SRM, Adobe Acrobat, and other publishing software. - Ability to multitask and prioritize across multiple projects and teams.
- Maintain confidentiality and handle sensitive matters with discretion.
- Excellent written and verbal communication skills.
- Strong organizational abilities and attention to detail.
- Ability to work both independently and collaboratively in a fast-paced environment.
- Willingness to adjust schedule to meet organizational needs.
Education and Experience
- Bachelor’s degree required.
- At least 10 years of relevant administrative experience, preferably in a corporate or legal
environment.
Compensation & Benefits
- Base salary range: $120,000 – $130,000, depending on experience and qualifications.
- Year-end discretionary bonuses.
- Comprehensive health benefits (medical, dental, vision), retirement savings plan, and
optional benefits. - Paid time office and parental leave options.
- On-demand learning and professional development programs.
- Employee wellness programs and community engagement opportunities.
