Administrative Specialist

SK Battery America • Los Angeles, CA

1d • Hybrid

About The Position

The Administrative Specialist handles diversified administrative duties and works closely with the Office Administrative Director and in collaboration with the Los Angeles Management Team department heads, Business Services Professionals, and Attorneys on a wide range of projects. They assist in designated administrative details using initiative to increase efficiencies and maximize quality of technical resources and operational matters, handle the primary responsibilities for all office wide events and assist with the planning and coordination, assist the Wellness Program for the Los Angeles Office and works in collaboration with the Office Administrative Director and Attorney Recruiting and Development Administrator on the annual program. The position requires advanced technological skills, which are utilized skillfully in performing assigned tasks and coordinating information. Additionally, they will propose and assist with initiatives related to the evolving work environment and employee engagement.

Requirements

• 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.

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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 251-500 employees