What are the responsibilities and job description for the Administrative Specialist position at King & Spalding?
King & Spalding is a leading global law firm with a commitment to excellence, innovation, and the seamless delivery of legal services. We harness innovative technology and exceptional talent to meet the complex needs of our clients in a fast-paced and dynamic legal landscape.
This position is responsible for providing administrative support for the Director of Administration and encompasses the areas of Reception/Hospitality and general administrative support; and provides secondary support to other departments in the firm, including but not limited to, Office Services, Facilities, Legal Practice Assistants, Recruiting, and Business Development/Marketing. This position requires maintaining positive relationship with lawyers, support staff, clients, guests, and vendors and working as an effective team player. The highest level of confidentiality and discretion in handling firm information is required.
Reception/Hospitality
KEY RESPONSIBILITIES:
King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all state, federal, and local laws prohibiting discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, age, disability or any other status protected by applicable law.
We are proud of our remarkably cohesive culture, which now encompasses more than 2,500 lawyers and business professionals worldwide. We seek to attract and develop the very best talent to work with us.
This position is responsible for providing administrative support for the Director of Administration and encompasses the areas of Reception/Hospitality and general administrative support; and provides secondary support to other departments in the firm, including but not limited to, Office Services, Facilities, Legal Practice Assistants, Recruiting, and Business Development/Marketing. This position requires maintaining positive relationship with lawyers, support staff, clients, guests, and vendors and working as an effective team player. The highest level of confidentiality and discretion in handling firm information is required.
Reception/Hospitality
KEY RESPONSIBILITIES:
- Answer all incoming and internal calls. Greet, receive, and register clients and visitors.
- Schedule meetings, coordinate videoconferences, and keep track of all meetings taking place in the conference center.
- Place meal/catering orders and ensure orderly condition of conference center and reception area.
- Assign offices to visiting K&S personnel and coordinate related facilities and technical requirements.
- Maintain a log of all visitor office assignments and temporary access badge assignments.
- Maintain a constant awareness of all activities and follow office security and emergency procedures as needed.
- Provide support for special events as requested.
- Maintain firm calendar and add meetings/events as necessary.
- Member of the Crisis Management Team; responsible for maintaining Business Continuity Plan and distributing updated information.
- Serve as a liaison with Property Management regarding building emergency evacuation procedures and other building related items.
- Assist with other duties and special projects as needed and assigned by the Director of Administration.
- High School diploma required. Bachelor’s degree preferred.
- Fluency in Spanish is required.
- Minimum of two years administrative and/or secretarial experience preferably in a law firm or professional services organization.
- Must have high level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Knowledge of basic office procedures.
- Communication and interpersonal skills necessary to communicate effectively with a diverse group of clients, lawyers, staff, and vendors utilizing discretion, professional courtesy, and tact.
- Excellent organizational skills necessary to prioritize effectively and meet deadlines while maintaining a strong attention to detail.
- Ability to manage multiple projects while balancing changing priorities in a fast-paced demanding environment.
- Ability to maintain composure under pressure.
- Excellent client service skills and a strong work ethic.
- Self-starter with ability to work independently with little supervision.
- Ability to recognize and maintain confidential information at all times.
- Must be able to adapt to what is needed at any given time with a positive attitude.
- Flexible to work overtime or to accommodate daily schedule changes.
- Ability to assume additional responsibilities as they arise.
King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all state, federal, and local laws prohibiting discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, age, disability or any other status protected by applicable law.
We are proud of our remarkably cohesive culture, which now encompasses more than 2,500 lawyers and business professionals worldwide. We seek to attract and develop the very best talent to work with us.
