Administrative Specialist

King & Spalding • Silicon Valley, CA

12d

About The Position

King & Spalding’s Administrative Specialist provides administrative support for the day-to-day coordination and operation of the office, including reception and hospitality, office services, and general administrative support. The role also provides secondary support to other firm departments, including Legal Practice Assistants and Business Development/Marketing. The Specialist maintains positive relationships with lawyers, business services professionals, clients, guests, and vendors; works effectively as part of a team; and handles firm information with the highest level of confidentiality and discretion. Additional duties and responsibilities may change based on business needs.

Requirements

• High school diploma or equivalent.
• At least two years of administrative and/or secretarial experience; experience in a law firm or professional services organization is preferred.
• High proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Knowledge of basic office procedures.
• Communication and interpersonal skills to communicate effectively and tactfully with a diverse group of clients, lawyers, staff, and vendors.
• Excellent organizational skills, including the ability to prioritize, meet deadlines, and maintain strong attention to detail.
• Ability to manage multiple projects and changing priorities in a fast-paced, demanding environment.
• Ability to maintain composure under pressure.
• Professional attitude, excellent client service skills, and a strong work ethic.
• Self-starter able to work independently with little supervision.
• Comfort making decisions as needed.
• Ability to recognize and maintain confidential information at all times.
• Ability to adapt to changing needs with a positive and cooperative spirit.
• Flexibility during heavy workload periods; occasional long workdays and flexible lunch hours may be necessary.
• Availability for occasional weekend work.

Nice To Haves

• Bachelor’s degree.
• Administrative or secretarial experience in a law firm or professional services organization.

Responsibilities

• Answer incoming and internal calls.
• Greet, receive, and register clients and visitors.
• Schedule meetings, coordinate videoconferences, and track meetings taking place in the conference center.
• Place meal and catering orders and maintain the orderly condition of the conference center and reception area.
• Assign offices to visiting K&S personnel and coordinate related facilities and technical requirements.
• Maintain logs of visitor office assignments and temporary access badge assignments.
• Update and maintain the access card coordination database, obtain new cards, and cancel existing cards as needed.
• Maintain awareness of office activities and follow security and emergency procedures as needed.
• Provide support for special events as requested.
• Maintain the firm calendar and add meetings and events as necessary.
• Monitor office, pantry, shipping, copy, and conference room supplies; maintain inventory and coordinate replenishment and storage.
• Receive, sort, distribute, and track incoming and outgoing mail, packages, courier deliveries, and overnight shipments.
• Conduct regular office walkthroughs and address or escalate issues involving cleanliness, safety, equipment, furniture, and shared spaces.
• Support print, copy, and document production projects, including preparation of large or complex binders.
• Serve as a point of contact for vendors and building personnel regarding routine deliveries, service visits, repairs, maintenance, and access needs.
• Serve on the Crisis Management Team, maintain the Business Continuity Plan, and distribute updated information.
• Assist with maintaining accurate and current records for the firmwide CPR certification and AED program.
• Liaise with Property Management regarding building emergency evacuation procedures and other building-related matters.
• Assist with other duties and special projects as needed and assigned by the Director of Administration.

Benefits

• Bonuses and raises awarded in recognition of individual merit-based performance.
• Health and wellness plan.
• Life and disability insurance.
• Flexible spending accounts and a health savings account.
• 401(k) plan.
• Profit sharing plan.
• Paid Time Off (PTO) program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED