Administrative Assistant, Facilities and Office Services

Morgan Lewis & Bockius LLP one of the worlds leading global law firms with offices in strategic hubs of commerce law and government across North America Asia Europe and the Middle East has an opening for an Administrative Assistant Facilities and Office Services reporting to the Regional Director Facilities and Office Services. The Administrative Assistant will be responsible for providing administrative support as well as a wide range of administrative assistance to the Regional Director Facilities and Office Services local office Facilities and local office Administration to facilitate the design development and implementation of various office and firmwide initiatives. Responsibilities include but are not limited to: compiling and analyzing basic information for inclusion in reports or presentation materials; preparing charts graphs or tables as necessary; processing invoices receiving and responding to routine correspondence. This position may also have unsupervised responsibilities including special projects and reports. Additionally this role may be responsible for the administration of specific programs and processes to standardize various operational functions of the firm. This position regularly interacts with clients and all levels of personnel throughout the firm.

This position can reside in any of the following offices: Boston MA Century City CA Chicago IL Dallas TX Hartford CT Houston TX Los Angeles CA Miami FL New York NY Orange County CA Philadelphia PA Pittsburgh PA Princeton NJ San Francisco CA Seattle WA Silicon Valley CA Washington DC Wilmington DE.

Key responsibilities of this position include:

• Assist with any firmwide and local office projects & operations.

• Provide assistance with firmwide and local office moves and renovation/construction projects.

• Assist with the documentation of safety and maintenance of the physical facility.

• Serve as secondary liaison with local building management engineers security and janitorial staff to ensure issues with the physical facility are resolved in a timely manner.

• Assist with maintaining inventories on FM Systems for capital equipment furniture and artwork.

• Liaises with Firm/Local IT on all issues related to IT services related building infrastructure.

• Assist Regional Director(s) Facilities and Office Services local office Administration and Procurement with vendor management for maintenance renewal or cancellation of service contracts with vendors.

• Assist with maintaining facilities management programs.

• Assist with the operations of the Conference Center including any hospitality vendors.

• Assist with the operations of the mail room/copy service center.

• Assist with communicating office housekeeping functions.

• Assist with firm and local office security systems as assigned.

• Serves as secondary liaison with building management on developing and maintaining required emergency preparedness procedures for all personnel.

• Assist with planning and preparations for business continuity plan Fire and Life/ Safety programs.

• Assist with establishing and adherence to department budgets; and seeking opportunities to improve department efficiency and reduce expenses by streamlining operations.

• Process vendor invoices.

• Collaborate with Regional Director(s) Facilities and Office Services local office Facilities and Administration and other stakeholders to assist in establishing and improving streamlined and standardized processes and best practices around facilities and offices services in the US.

• Assist with proactively sharing of information resources and best practices.

• Assist with purchasing of and maintaining adequate inventories of various operational items including office supplies conference room/hospitality supplies branded items including signage and any other purchasing/inventory duties as assigned.

• Other duties as assigned.

Experience/Qualifications:

• Bachelors degree or equivalent combination education and experience.

• Professional services industry experience a plus.

• A minimum of 3-5 years directly related experience.

• Budgeting experience.

• Project management skills.

• Flexibility to work overtime which may include evenings and weekends is required.

• Ability to adapt to change and balance competing demands.

• Ability to read analyze and interpret business and professional publications prepare business correspondence proposals and reports effectively present information to Regional Director Facilities and Office Services and local office administration.

Qualified candidates must apply online by visiting our website at and selecting

Careers.

Morgan Lewis & Bockius LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value inclusion and solicit applications from all qualified applicants without regard to race color gender sex age religion creed national origin ancestry citizenship marital status sexual orientation physical or mental disability medical condition veteran status gender identity genetic information or any other characteristic protected by federal state or local law.

Pursuant to applicable state and municipal Fair Chance Laws and Ordinances we will consider for employment qualified applicants with arrest and conviction records.

California Applicants: Pursuant to the California Consumer Privacy Act the following link contains the Firms California Consumer Privacy Act Privacy Notice for Candidates which explains the categories of personal information that we collect and the purposes for which we use such personal information. CCPA Privacy Notice for Candidates

Morgan Lewis & Bockius LLP reasonably accommodates applicants and employees who need them to perform the essential functions of the job because of disability religious belief or other reason protected by applicable law. If you believe you need a reasonable accommodation during the application process please contact Talent Acquisition at 888.534.5003 or

If hired your employment relationship with the firm will be on an at-will basis meaning that the firm may modify the terms and conditions of your employment at any time and that either you or the firm will be free to end the relationship at any time with or without cause and with or without advance notice although reasonable notice would be expected.