Administrative Specialist

Administrative Los Angeles, California

King & Spalding, a leading global law firm, seeks an Administrative Specialist for the Sacramento office. This position is responsible for providing administrative support for the Associate Director of HR and encompasses the areas of reception, finance, and may occasionally assist with secretarial coverage on a limited basis.

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, discount programs, and a substantial Paid Time Off (PTO) program.

Candidates will have the following responsibilities:

Reception:

  • Answers all incoming and internal calls. Greet, receive, and register clients and visitors.
  • Schedules conference rooms on electronic calendar; coordinate videoconferences. Place orders for refreshments. Ensure orderly condition of conference rooms and reception area.
  • Assigns offices to visiting K&S personnel and coordinate related facilities and technical requirements.
  • Maintains parking validation account and validate client parking when needed.
  • Send daily email announcing office visitors and important on-site meetings.
  • Provides support for special events as requested.
  • Assists with other duties and special projects as needed and assigned by the Director of Administration.
  • Flexible to work overtime or to accommodate daily schedule changes. Ability to assume additional responsibilities as they arise.
  • Maintain a constant awareness of activities and follow office security and emergency procedures as needed.

Finance:

  • Reviews and processes vendor invoices for payment in a timely manner and researches appropriate client/matter or general ledger numbers when needed
  • Answers inquiries from vendors regarding payment status of invoices and researches outstanding accounts payable issues resolving any payment discrepancies.
  • Processes office expenses and invoices for Associate Director of HR

Records:

  • Assists on a special projects basis with processing of incoming new client files.

Secretarial Coverage:

  • Enters timesheets for attorneys
  • Creates binders
  • Provides copying and scanning support
  • Handles special rush jobs in a timely and efficient manner

Successful candidates are forward thinking, energetic and detail oriented, and have the capacity to work both independently and collaboratively in a fast-paced, high-volume environment. Candidates should demonstrate the ability to problem solve and communicate with all levels of personnel. Candidates are required to have a high school diploma and at least three years of experience in a comparable role at a law firm or similar professional services environment.

We are proud of our remarkably cohesive culture, which now encompasses more than 2,000 lawyers and business professionals in 23 offices worldwide. We seek to attract and develop the very best talent to work with us.

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.