Administrative Assistant Job at Morgan, Lewis & Bockius LLP in Boston

Morgan, Lewis & Bockius LLP, one of the world's leading global law firms with offices in strategic hubs of commerce, law, and government across North America, Asia, Europe, and the Middle East, is seeking to hire an Administrative Assistant in our Boston, MA office. Reporting to the Director of Administration, this position will be responsible for providing a broad range of administrative support with an emphasis on superior client service.

Maintaining an in-office presence is important to delivering our services through an integrated and collaborative work culture. Firm policy requires this role to work in the office three days per week as scheduled by their manager unless client demands, or another accommodation approved by their practice group, require them to be elsewhere.

PRIMARY FUNCTIONS AND RESPONSIBILITIES

1. Answer phones, oversee calendar, draft correspondence, and other documents, and maintain files.
2. Prepare agenda for office management committee and/or partner meetings, schedule conference rooms, monitor follow-up action items per DOA request.
3. Assist with preparation of special projects as requested, such as office emergency plan, guest services binder, and directory updates.
4. Perform and prepare charts and reports related to firm, market, and miscellaneous research.
5. Serve as liaison to employees for direction as to which departments can assist with various requests.
6. Assist in meeting and event planning and organization.
7. Process expense reports/reimbursements, including parking and catering invoices.
8. Assist with annual budget review, monitor expenditures, and provide recommendations to DOA.
9. Assist with the preparation of the office Business Resumption Plan.
10. Assist in maintaining records regarding leases and subleases related to the resident office.
11. Oversee established security standards and procedures.
12. Follow up as needed with Firm and office vendor contracts.
13. Communicate regularly with office and Firm Management.
14. Communicate firm procedures with all office personnel.
15. Responsible for the administration of specific programs and processes.
16. Coordinate Firm's social events - receptions, outings, etc. in conjunction with the DOA, Office Managing Partner, and the Administrative Support Manager.
17. Maintain office page content on MorganNet.
18. Work as the FM Systems site coordinator to facilitate vacate and move requests.
19. Handle the assigning of new personnel extensions.
20. Collaborate with Business Development, Marketing, Community Relations, Pro Bono, and Human Resources to execute annual office-wide events.
21. Compose internal memos and external correspondence for senior management and review all documentation.
22. Train new employees on administrative procedures, company policies, and performance standards.
23. Assist Administrative Support Manager with PG Admin Support Teams out of office requests, timecard approvals, and any other administrative requests.
24. Make travel arrangements for DOA, Administrative Support Manager, and Facilities Manager.
25. Prepare weekly office bulletin.
26. Track and distribute entertainment tickets.
27. Process sponsorship requests.
28. Other duties as assigned.

EDUCATION AND EXPERIENCE

1. Bachelor's degree and one (1) year of internship or professional experience preferred; or equivalent combination of education and experience.
2. Professional services industry experience a plus.
3. Demonstrated proficiency in Microsoft Excel, Outlook, Teams, and PowerPoint, as well as WebEx.
4. Strong organizational skills, attention to detail, the ability to balance multiple tasks in a fast-paced environment, and the ability to manage confidential information with discretion.
5. Excellent written/verbal communication skills, strong interpersonal skills, and the ability to work independently and as part of a team.
6. Flexibility to work overtime is required.

Your employment relationship with the firm will be on an "at-will" basis, meaning that the Firm may modify the terms and conditions of your employment at any time, and that either you or the firm will be free to end the relationship at any time with or without cause and with or without advance notice, although reasonable notice would be expected.

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