Administrative Specialist

DLA Piper is a collaborative and supportive firm where employees can engage in meaningful work and grow their careers. The Administrative Specialist provides operations support, including receptionist duties, facilities assistance, event planning, and project support in the Los Angeles office.

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

Skills

• High School Diploma or GED
• 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
• Some additional computer or administrative training preferred
• 1 year experience providing administrative support preferred

Benefits

• Medical/dental/vision insurance
• 401(k)

Company Overview