Administrative Specialist

About the role

Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world's major financial centers. We are seeking an Administrative Specialist to join our Firm. This position will be based in our Los Angeles office (hybrid). 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. Electronic Communication, Publishing and Information Retrieval Skills: 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. Event Planning - 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. Facilities Management Interact (FMI) - 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. Vendors - 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. Space Planning - Assists Office Administrative Director

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