Administrative Services Coordinator

Seyfarth Shaw LLP•Boston, MA

1d•Onsite

About The Position

The Administrative Services Coordinator position supports the Office Administrator, local HR Manager and other office leaders by providing administrative support for their day-to-day responsibilities. Acts as a liason to other Departments and provides back-up support to Office Receptionist.

Requirements

Bachelor's Degree or Equivalent Experience
Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
Demonstrates excellent and effective interpersonal and communication skills, both verbally and in writing
Ability to take direction, work independently as well as effectively within a team.
Demonstrates close attention to detail.
Ability to handle sensitive matters and maintain confidentiality.
Ability to handle multiple assignments and shifting priorities.
Ability to organize and prioritize work.
Ability to work well in a demanding and fast-paced environment.
Demonstrates a commitment to quality of finished product.
Ability to problem solve.
Skill set to back up all Office Services positions.
Creativity for event planning and scheduling.
Administrative duties as assigned.

Responsibilities

Assist in planning and coordinating internal and external office events, working directly with vendors and/or firm functional areas as necessary under direction of Office Administrator
Plan office engagement activities, work on event planning with Firm’s Business Resource Groups
Assist HR Manager with pre-hire tasks, initial on-boarding meeting, office tour, scheduling 90 day check in meetings, OnBase filing
Assist Office Administrator and HR Manager during evaluation season
Process office invoices and expense reports, handle issues related to Chrome River
Maintain and update the office inSeyt page
Coordinate and oversee office popups, social and office engagement events
Update office lists (birthday, anniversary, new baby announcements, “Who to Call”, notary commision)
Maintain electronic Boston Bulletin Board, assist with office charitable events
Assist with logistics on firm roll-out programs and training sessions
Order baby gifts, funeral flowers, as requested
Manage the process for attorney bio photos for the office
Process mail for terminated employees
Serve as a point of contact for employee questions and a liaison to other departments
Draft, review and revise office email and written communication and documentation
Forward pertinent and time-sensitive information to Operations or Building Services
Provide back-up and break time coverage for Reception; meet and greet visitors to the office as needed
Assist OA with other tasks and special projects as requested