The Administrative Services Specialist works closely with the Director of Administration. Responsibilities include secretarial supervision, event coordination, and operational support for the Boston office.

Responsibilities:

Provides ancillary supervision to legal secretarial staff, ensures there is adequate coverage, balanced workloads and consistent teamwork.

Oversees and approves hourly time submissions, attendance and paid time off requests.

Tracks variances and ensures compliance with firm policies.

Obtains feedback on performance and works with Director of Administration to address training needs, draft evaluations and address other work-related issues to improve efficiency and performance.

Makes recommendations on processes and/or procedures for the enhancement of secretarial operations.

Event Coordination –plan logistics for Boston events including: summer outings, internal celebrations, charity drive, volunteer days, and client events. Ensure a high level of thought and attention to detail are given to each event; contracts are in place, accurate and coordinated with the Procurement Department; and budgetary guidelines are met and regularly scrutinized for ways to be more efficient.

Participate and facilitate activities of internal office committees including scheduling meetings and taking minutes.

Support the administrative operations of the Boston office by collaborating with the Director of Administration to improve existing administrative programs and services.

Serve as coordinator for the onboarding process for new hires including: paperwork distribution and collection; drafting orientation schedules; and assigning mentors.

Administer personnel changes as needed via Workday (HRIS) and personnel change notices.

Maintain office personnel files, temporary staff log and the applicant process.

Handles requests for verification of employment.

Works with Director of Administration, Partners, and clients for sporting event ticket allocation. Performs administrative tasks and special projects, as needed.

Knowledge, Skills & Abilities:

Knowledge of general management administration at a level normally acquired through completion of a bachelor’s degree in a related field.

Three plus years of progressively more responsible work experience in office management, human resources or other administrative department.

Previous event planning or law firm experience a plus.

Ability to organize and prioritize numerous tasks and complete them under time constraints.

Interpersonal skills necessary to communicate effectively with a diverse group of attorneys, staff and clients and provide information with ordinary courtesy and tact while safeguarding confidentiality.

Work occasionally requires more than 40 hours per week to perform the essential duties of the position.

Able to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.

Education:

Bachelor’s degree or equivalent education and experience required.