Administrative Assistant
King & Spalding, a leading global law firm, is seeking an Administrative Assistant to join our growing Dallas office. This position is responsible for providing administrative support for the day-to-day coordination and operation of the Dallas office, which encompasses the areas of hospitality/reception, office services, and facilities). Qualified candidate must possess an exceptional customer service orientation and must demonstrate professional etiquette with excellent verbal communication skills. The ability to work collaboratively and cooperatively with other members of the support staff in a team environment, handle multiple priorities and work well under pressure, is essential. Must be punctual and possess a professional appearance. Candidate will be responsible for ensuring a secure environment in the building lobby and reception areas. The highest level of confidentiality and discretion in handling firm information is required.
Key Responsibilities:
Reception/Hospitality:
- Greet, receive, and register clients and visitors in a professional, hospitable, and timely manner.
- Answer all incoming and internal calls.
- Schedule conference rooms on electronic calendar; coordinate videoconferences in conjunction with IT.
- Sets up conference rooms as requested, breaks down after meetings, and provides additional chairs as requested, ensuring conference room tables, chairs, and carpet are clean and presentable.
- Coordinates food orders and catering deliveries, setups, and breakdowns.
- Assign offices to visiting K&S personnel and coordinate related facilities and technical requirements.
- Answer general questions regarding space, firm services, and directions to our offices via walking and driving. Should also be able to provide information on local business, e.g., hotel, drug stores, restaurants, shoe repair, bakery, department stores, and coffee shops.
- Maintain inventory and stock supplies in pantry and conference rooms, ensuring supplies are fresh and in-date.
- Assist with local client events, including set up/break down of conference rooms, act as point of contact with catering staff, and print and distribute name tags to guests.
- Maintain a constant awareness of activities and follow office security and emergency procedures as needed.
Office Services:
- Sort and deliver incoming mail within established time frames. Pick up and prepare outgoing mail and overnight items to meet attorney and vendor deadlines.
- Assist with printing, scanning, and copying, and perform routine maintenance on machines such as changing toner, clearing jams, and loading paper.
- Ability to create and assemble binders according to attorney instructions.
- Maintain inventory of supplies for printers, mail, and copy room.
- Update and maintain database for coordination of access cards. Obtain new cards and cancel existing cards when necessary. Acts as custodian of visitor card inventory.
- Work with IT department to assist with troubleshooting issues.
- Complete daily walk-through, identifying maintenance requiring outside services; place service call to appropriate vendor; direct the activities of the vendor onsite; follow up to ensure that service was completed satisfactorily.
- Maintain overall ordered appearance of corridors, reception, and elevator lobby.
Facilities:
- Completes daily walk-through, identifying maintenance requiring outside services; places service call to appropriate vendor; directs the activities of the vendor onsite; follows up to ensure that service was completed satisfactorily.
- Maintains overall ordered appearance of the corridors, reception, and elevator lobby, ensuring glass doors and partitions are clean and free of fingerprints throughout the day.
- Ensures timely setup of new hire offices, including checking office furniture, carpet cleaning, furniture repair, office paint, nameplate, office door/furniture keys and stationery are complete in each office.
- Works with Property Management office, building engineers, and outside vendors to coordinate deliveries and services.
Qualifications:
- High school diploma. Bachelor’s degree preferred.
- A minimum of two years administrative and/or secretarial experience preferably in a law firm or professional services organization.
- Must be computer literate and proficient in Word, Excel, 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
- 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.
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.
We are proud of our remarkably cohesive culture, which now encompasses more than 2,300 lawyers and business professionals in 24 locations 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.