Administrative Specialist - King & Spalding

King & Spalding, a leading global law firm, is seeking an Administrative Specialist to join our growing Chicago office.  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, and Legal Practice Assistants, 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.

The firm offers a generous total compensation package with bonuses and raises awarded in recognition of individual merit-based performance. Eligible employees may participate in King & Spalding’s comprehensive benefit program including health and wellness plan, life and disability insurance, flexible spending accounts and a health savings account, a 401(k) plan, profit sharing plan, on-site gym access, discount programs, and a substantial Paid Time Off (PTO) program.

Key Responsibilities:

Reception/Hospitality:

• 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 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.

Administrative Support:

• Assist the Director of Administration with expense and invoice maintenance. Review and process vendor invoices for payment in a timely manner and research appropriate client/matter or general ledger numbers when needed; answer inquiries from vendors regarding payment status of invoices and research outstanding accounts payable issues resolving any payment discrepancies.
• 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.
• Assist with maintaining accurate and current records for firmwide CPR certification and AED program.
• 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.

Qualifications:

• High School diploma required. Bachelor’s degree preferred.
• 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.
• A pleasant and professional attitude coupled with excellent client service skills and a strong work ethic.
• Self-starter with ability to work independently with little supervision. Must be comfortable with making decisions as needed.
• 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 and cooperative spirit.

Additional Items:

• Flexible to work overtime or to accommodate daily schedule changes. Ability to assume additional responsibilities as they arise.