Administrative Specialist/Receptionist

DLA Piper•Palo Alto, CA

1d•$37 - $48•Hybrid

About The Position

The Administrative Specialist, working in collaboration with and in support of the firm’s strategic initiatives, provides operations support to an assigned office to include standard Receptionist duties, as well as assistance with facilities, event planning, and projects.

Requirements

Strong communication and interpersonal skills required to interact with staff and attorneys on a regular basis.
Good organizational skills are necessary to maintain files, coordinate schedules and track a variety of data.
Ability to work effectively in a fast-paced environment.
Communicate effectively, both verbally and in writing, with clients, lawyers, business professionals, and external audiences.
Produce high-quality work and respond to correspondence in an efficient, timely, and professional manner.
Meet deadlines, manage competing priorities, and commit to meeting high standards.
Comply with firm policies and procedures.
Maintain confidences as required in a law firm environment.

Nice To Haves

Some additional computer or administrative training preferred.

Responsibilities

Answer main office phone line.
Greet guests.
Schedule conference rooms, hospitality services, videoconferencing equipment, etc. Confirm arrangements.
Place catering orders for meetings and events.
Issue loaner and permanent office badges; activate and deactivate as necessary.
Place orders for staff relations requests, including flowers, food, and gifts.
Assist with branded communications to the office.
Maintain Daily Notice.
Liaise with property management for maintenance requests, loading dock/delivery issues, and janitorial services.
Coordinate parking.
Obtain Operations/Facilities estimates and coordinate schedules with vendors as necessary.
Process department invoices, review invoices for accuracy, and submit them for approval.
Interact with Accounts Payable to ensure checks are processed as necessary.
Complete expense reports as required for Operations services.
Open and distribute incoming mail and prepare outgoing mail, including UPS shipments, priority mail, and certified mail.
Make copies, assemble reports, and/or send materials electronically as requested.
Take on the role of Sustainability Lead for one or more offices.
Assist with coordination of office and/or department events, including blood drives, special events, and parties.
Other duties as assigned.