Administrative Assistant

Gibson Dunn; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

Gibson Dunn in London seeks an Administrative Assistant to join the Administration department, providing support across Operations and Facilities. The role spans multiple sites and an upcoming office relocation to keep the office running smoothly day to day.

The ideal candidate has at least three years of administrative office experience, strong MS Word/Outlook/Excel/PowerPoint skills, and a proactive, client‑service oriented approach to collaborate with stakeholders at all levels.

Qualifications

• Experience in a law firm or professional services environment preferred.
• Excellent written and verbal communication with attention to detail.
• Ability to handle confidential information with absolute discretion.
• Proactive, flexible approach and willingness to support colleagues.

Responsibilities

• Provide administrative support to the London Administration department and the Operations and Facilities teams.
• Maintain accurate administrative files and records.
• Prepare reports, presentations and correspondence to a high standard.
• Coordinate office and social events and assist with logistics for team meetings.
• Support Facilities with office moves, floor plans, seating plans and maintenance requests.
• Keep office procedures, staff lists and telephone directories up to date.
• Coordinate new joiner logistics with IT, Facilities, Reception and Security including desks and access.
• Capture minutes or action items during meetings.
• Process vendor invoices and assist with budgets and expenditure tracking.
• Act as an administrative contact for internal departments and external suppliers.
• Manage diaries, schedule meetings and arrange travel.
• Maintain confidentiality of client and firm information.
• Support health and safety administration and act as fire marshal/first aider.
• Handle other administrative projects and duties as assigned.

Skills

Client service orientation

Communication skills

Team collaboration

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

PowerPoint

Job description

Summary

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

The London office is seeking an Administrative Assistant to join the Administration department. The role provides administrative and organisational support across the Operations and Facilities teams and helps the London office run smoothly day to day. The role will support the London office across multiple sites and through a planned office relocation.

Responsibilities Include

• Provide administrative support to the London Administration department, including the Operations and Facilities teams.
• Maintain accurate administrative files and records.
• Prepare reports, presentations and correspondence to a high standard.
• Coordinate office and social events, and assist with the logistics for team meetings.
• Support Facilities with office moves, floor plans, seating plans and maintenance requests.
• Keep office procedures, staff lists and telephone directories up to date.
• Coordinate new joiner logistics with IT, Facilities, Reception and Security including desks, equipment and building access,
• Capturing minutes or action items during team, operational or administrative meetings.
• Process vendor invoices for payment and assist with tracking budgets and expenditure.
• Act as an administrative contact for internal departments and external suppliers.
• Manage diaries, schedule meetings and arrange travel when required.
• Maintain the highest level of confidentiality for all client and firm information, both inside and outside the firm.
• Support health and safety administration and act as a fire marshal and first aider.
• Handle other administrative projects and duties as assigned.

Qualifications

• Familiarity with the demands of a law firm and the standard of service expected by partners and clients.
• A proactive, flexible approach, with a willingness to support colleagues and take on new tasks.
• Strong client service orientation and the ability to work with stakeholders at all levels.

Experience

• At least three years of administrative office experience, ideally in a law firm or professional services environment.
• Strong Microsoft Word, Outlook, Excel and PowerPoint skills.
• Strong organisational skills, with the ability to prioritise a varied workload and meet deadlines.
• Excellent written and verbal communication skills, with close attention to detail.
• Ability to handle confidential information with absolute discretion.
• Ability to work well under pressure and within a team environment.

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

Gibson Dunn is committed to ensuring equal employment opportunities for all qualified applicants, including individuals with disabilities. We strive to ensure an inclusive and accessible hiring experience. The Firm will provide reasonable accommodations to qualified individuals with disabilities to enable participation in the application and recruitment process, unless doing so would impose an undue hardship, in accordance with applicable laws and regulations.

If you require a reasonable accommodation to complete an application, participate in an interview, or otherwise take part in the recruitment process, please contact us at [e-mail].

Please note, this is a dedicated email inbox established exclusively to assist applicants with accommodation request related to the recruitment process. Inquiries about the status of an application or other non-accommodation matter will not receive a response.