Description
Arnold & Porter has an opening for an Administrative Specialist in the San Francisco office. The Administrative Specialist provides administration, organizational, technical, and project-based support to the Co-Managing Partner, as well as other attorneys and other legal personnel time permitting.
Responsibilities include but are not limited to:
- Scheduling meetings and coordinating all aspects of those meetings, including but not limited to creating/editing PowerPoint slides and other information.
- Managing the Co-Managing Partner’s Outlook calendar.
- Coordinating in-person and video meetings; including reserving conference rooms, ordering meals, arranging for any IT equipment needed (i.e. laptop, projector, audio/video equipment), sending Outlook meeting requests, greeting clients, checking in guests in the lobby for large meetings, etc.
- Accurately coordinating travel arrangements via the firm’s Travel department.
- Processing expenses in Emburse for expense reimbursements.
- Updating attorneys’ contact lists as well as preparing, editing, and proofreading routine correspondence.
- Editing client prebills as directed and processing client billing in accordance with firm policies and procedures (in coordination with the Billing department).
- Assisting with ad hoc projects in coordination with other departments such as Finance & Accounting, Information Technology, Marketing, Talent, HR, etc. to accomplish assigned projects.
- Setting up new client matters; completing client label requests, requesting on-site/off-site client files from the firm’s Information Governance and Conflicts & Client Intake departments.
- Performing a variety of administrative responsibilities to develop systems and processes to manage the work efficiently as well as providing general support as assigned.
Qualifications:
- Minimum of three (3) years of legal support experience in a professional work environment.
- Two-year degree or equivalent experience considered.
- Proficiency in Microsoft Office required including PowerPoint and Excel. Proficiency in iManage or a comparable document management system is a plus.
- Ability to clearly and effectively communicate, in oral and written form, with individuals at all levels within the Firm and outside the Firm.
- Demonstrate a high level of attention to detail and pride in high quality deliverables.
- Must have the ability to multi-task and prioritize in a fast-paced environment using good judgment.
- Strong interpersonal skills to build successful working relationships and to work within a team environment exhibiting the ability to collaborate effectively as well as work independently
- Exceptional client service, both internal and external.
- Ability to perform responsibilities with tact, diplomacy, discretion and respect for confidentiality and diversity.
- Ability to work additional hours, as necessary.
The anticipated base salary for this position is $67,500 to $95,000. The actual base salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.
For benefits information, please click here https://www.arnoldporter.com/en/careers/professional-staff/benefits.
As a nonexempt position, this position is eligible for overtime.
The firm may provide a discretionary bonus annually.
