Administrative Specialist

DLA Piper•Los Angeles, CA

6d•$34 - $44•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, projects, and may be sole Operations presence in the office. This position is located in our Los Angeles office and offers an onsite work schedule.

Requirements

Must have strong communication and interpersonal skills required to interact with staff and attorneys on a regular basis.
Good organizational skills necessary to maintain files, coordinate schedules and track a variety of data.
Ability to work effectively in a fast-paced environment.
Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
Produce deliverables, answer phone calls, and reply to correspondence in an efficient and responsive manner.
Provide timely, accurate, and quality work product.
Successfully meet deadlines, expectations, and perform work duties as required.
Foster positive work relationships.
Comply with all firm policies and practices.
Engage in both physical and sedentary activity, such as (a) working at a computer for extended periods of time, including on-screen reading and typing; (b) participating in digital/virtual conference calls; (c) participating in meetings as needed.
Ability to work under pressure and manage competing demands in a fast-paced environment.
Perform all other duties, tasks or projects as assigned.

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 – flowers/food/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 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 electronically as requested.
Serve as 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.