Administrative Specialist

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About Us

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 50plus practices and 21 offices in the worlds major financial centers.

The Opportunity

We are seeking an Administrative Specialist to join our Firm in our Los Angeles office. This hybrid nonexempt position handles diversified administrative duties and works closely with the Office Administrative Director and in collaboration with the Los Angeles Management Team department heads Professional Staff and Attorneys on a wide range of projects. Assists in designated administrative details using initiative to increase efficiencies and maximize quality of technical resources and operational matters. Handles the primary responsibilities for all office wide events and assists with the planning and coordination. Assists 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. Proposes and assists 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 inhouse marketing materials and brochures. Understanding and ability to create surveys utilizing the Firms 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 online document management systems to setup 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 dcor.
• 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. Updates LAO directory tracking all additions departures moves and changes.
• Responsible for all Arena 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 Operations Coordinator to implement and handle online service requests through FMI and building work orders through Building Engines.
• Vendors Collaborate with Operations 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 with space planning matters materials and reports.
• Asset Allocation Coordinates the asset allocation tracking in collaboration with the Office Administrative Director and the Accounting Manager.
• Art Inventory Develops coordinates and tracks the art inventory and maintains catalog of photographs of the artwork. Handles art transport as necessary.
• Technology/Security Assists Technology and Security by keeping uptodate 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.
• Marketing Assists Marketing Department by completing followthrough 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.
• Administrative 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 co workers.
• 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.

Qualifications

• 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 Voxco Indesign Chrome River Aderant SRM Publisher and Adobe Acrobat
• Advanced PDF skills including conversion editing and linking
• Advanced Secretarial 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 fastpaced 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

Education And Experience:

• Bachelors degree.
• Minimum of ten years administrative related work experience.

Culture & Life at Skadden
What makes Skadden special is our people and the culture community and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion and drawing on the strength of a wide spectrum of talent only make us better and is vital to the firms success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the wellbeing of our attorneys and business services professionals.

Benefits

The overall wellbeing of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life.

• Competitive salaries and yearend discretionary bonuses.
• Comprehensive health care (medical dental vision) savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options including parental.
• Inclassroom remote and ondemand learning and professional development opportunities.
• Robust wellbeing classes and programs.
• Opportunities to give back and make an impact in local communities.

For further details please visit: is an Equal Opportunity Employer (Disability/Vet/other protected categories). For more information please visit starting base salary for this position is expected to be within the range listed under Salary Details. Actual salary will be determined based on skills experience (to the extent relevant) and otherjob related factors consistent with applicable law.

Salary Details