Apply on Employer Site

Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates · 13 hours ago

Administrative Specialist

Los Angeles, CA

Full-time

Hybrid

Senior Level, Lead/Staff

$120K/yr - $130K/yr

10+ years exp

Skadden, Arps, Slate, Meagher & Flom LLP is one of the most prestigious law firms in the world, known for delivering high-quality legal advice and solutions. The Administrative Specialist role involves handling diversified administrative duties, coordinating events, and collaborating with various teams to enhance operational efficiency.

ConsultingLaw EnforcementLegal

Comp. & Benefits

Responsibilities

Effectively utilizes technology including the Microsoft Office Suite (advanced Word, PowerPoint, Excel (pivot tables, charts and calculations) and Microsoft Outlook)

Skilled in various applications, including Chrome River (Accounts Payable), Aderant (Finance), SRM, Photo Editing Software, Publisher, Paint, Adobe Acrobat and advanced PDF skills

Utilizes graphics skills to assist with design and produce in-house marketing materials and brochures

Understanding and ability to create surveys utilizing the Firm's survey software tool

Screens telephone calls, incoming mail, publications, legal documents and other correspondence

Application of effective communication, publishing and electronic skills

Advanced skills regarding processing usage statistics for the intranet, as well as coordinating the oversight, updates and maintenance of the LAO intranet page

Understands database structure, access and reporting capabilities

Effectively utilizes on-line document management systems to set-up and maintain administrative files and records

Assists with security related aspects of the operation, including assisting the Office Administrative Director and the department heads with the Business Continuity Plan

Primary point person for researching and coordinating internal office events

Collaborates with department heads on other events and works closely with the Catering Manager on catering needs, concepts and décor

Primary liaison with building management team and assists with the certificate of insurance requirements

Collaborates with Office Administrative Director regarding budget and contract requirements

Coordinates all related marketing/graphics for internal office events

Ensures all employees complete yearly Fire and Safety Training requirements in accordance with the Fire Department and building security

Updates and maintains LAO intranet

Reviews and tracks monthly reports of the intranet page usage

Responsible for all Crypto.com Arena and Intuit Dome event and ticket allocation and distributes tickets to attorneys and business services professionals, along with coordinating catering requests

Creates analysis of usage data for the Office Administrative Director seasonally

Assists with Facility Management, including reporting of facility issues and operation of FMI software

Coordinates with the Support Oversight Senior Manager and Office Services Coordinator to implement and handle on-line service requests through FMI and building work orders through Building Engines

Collaborate with Office Services Coordinator to maintain relationships with facility vendors and subcontractors

Schedules and oversees maintenance issues, as needed

Tracks expiration of contracts in Contracts database and works with the Office Administrative Director and department head regarding contract preparation and updates

Assists Office Administrative Director with space planning matters, materials, and reports

Coordinates the asset allocation tracking in collaboration with the Office Administrative Director, and the Accounting Manager

Develops, coordinates, and tracks the art inventory and maintains catalog of photographs of the artwork

Handles art transport, as necessary

Assists Technology and Security by keeping up-to-date on security procedures, editing handbooks, graphics for signs and Floor Warden, CPR and First Aid duties

Collaborates with the Senior Security Manager and Building Security to maintain and track employee badges

Assists Marketing Department by completing follow-through with business development sponsorship and coordination of tribute ads through the New York marketing department

Obtains attorney approval of tribute ads and completes submission to organization

Prepares and maintains administrative expense reports as applicable

Coordinates arrangements for meetings, travel, conference rooms and conference calls

Understands how to effectively utilize the AV equipment in conference rooms and coordinate specific technical resources

Performs administrative functions of scanning, photocopying, proofreading, working group lists and filing associated with administrative work product

Maintains client and administrative contact requiring discretion and confidentiality

Responsible for quarterly carbon data collection from Building Management and Accounts Payable, maintaining sustainability tracking spreadsheet for NYO

Has knowledge of attorney practice areas, including basic documents, terminology, etc

Knowledgeable of Firm resources and shares this information with attorneys and colleagues

Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others

Manages Firm resources responsibly

Complies with and understands Firm operations, policies and procedures

Performs other related duties as assigned

Qualification

Microsoft Office SuiteAdvanced ExcelChrome RiverAderantAdobe AcrobatEvent PlanningInterpersonal SkillsCommunication SkillsAttention to DetailOrganizational SkillsTeamwork

Required

Knowledge of Firm operations, policies and procedures

Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems

Advanced skills in Excel, including Pivot tables, charts and calculations

Advanced skills in Chrome River, Aderant, SRM, Publisher and Adobe Acrobat

Advanced PDF skills, including conversion, editing and linking

Advanced skills such as computer software application, drafting correspondence and accounting tasks

Demonstrates effective interpersonal and communication skills, both verbally and in writing

Demonstrates close attention to detail

Ability to handle multiple projects and shifting priorities

Ability to handle sensitive matters and maintain confidentiality

Ability to organize and prioritize work

Ability to work well in a demanding and fast-paced environment

Ability to work well independently as well as effectively within a team

Flexibility to adjust hours and work the hours necessary to meet operating and business needs

Bachelor's degree

Minimum of ten years administrative related work experience

Benefits

Competitive salaries and year-end discretionary bonuses.

Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.

Generous paid time off.

Paid leave options, including parental.

In-classroom, remote, and on-demand learning and professional development opportunities.

Robust well-being classes and programs.

Opportunities to give back and make an impact in local communities.

Company

Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates

Glassdoor3.8

Skadden, Arps, Slate, Meagher & Flom LLP and Affiliates delivers the highest quality advice and novel solutions to legal challenges, enabling clients to achieve their business goals.

Founded in 1948

New York, New York, USA

1001-5000 employees