Legal Office Admin Specialist – London Operations & Facilities

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

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.