Administrative Specialist

We invite you to review our current business services professionals openings to learn about the opportunities available across the firm.

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 50-plus practices and 21 offices in the world's major financial centers.

The Opportunity

We are seeking an Administrative Specialist to join our Firm in our Los Angeles office. This hybrid, non-exempt 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 in-house marketing materials and brochures. Understanding and ability to create surveys utilizing the Firm's 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 on-line document management systems to set-up 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 decor.
• 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 Crypto.com 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 on-line 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 up-to-date 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 follow-through 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 fast-paced 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:

• Bachelor's 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 firm's success. Our goal is for everyone at the firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and business services professionals.

Benefits

The overall well-being 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 year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k) and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.

For further details, please visit: https://www.skadden.com/careers/staff/employee-benefits

Skadden is an Equal Opportunity Employer (Disability/Vet/other protected categories). For more information, please visit Skadden.com/careers.

The 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 other-job related factors, consistent with applicable law.

Salary Details

EEO Statement

Skadden is an Equal Opportunity Employer. It does not discriminate against applicants or employees based on any legally impermissible factor including, but not limited to, race, color, religion, creed, sex, national origin, ancestry, age, alienage or citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, change of sex or transgender status, genetic information, medical condition, pregnancy, childbirth or related medical conditions, sexual and reproductive health decisions, disability, any protected military or veteran status, or status as a victim of domestic or dating violence, sexual assault or offense, or stalking.

Applicants who require an accommodation during the application process should contact Lara Bell at (212) 735-2794.

Skadden Equal Employment Opportunity Policy

Skadden Equal Employment Opportunity Policy

Applicants Have Rights Under Federal Employment Law

Applicants Have Rights Under Federal Employment Law

In accordance with the Transparency in Coverage Rule,

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Transparency in Coverage

Applicants Have Rights Under California Law

Applicants Have Rights Under California Law

Skadden will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.