Administrative Specialist

Holland & Knight LLP; Miami (FL); On-site; USD 42,000 - 66,000; Full time

Benefits offered by this job

Comprehensive medical insurance

Dental and vision plans

401(k) with profit sharing

Job summary

Holland & Knight LLP in Miami is seeking an Administrative Specialist to support the Office Administrator/Manager with routine responsibilities and special projects, ensuring smooth operation of the Miami office.

The role requires managing building access, parking invoices, supplies, and coordination of office moves, new hire setups, and reception coverage, while upholding confidentiality and professional communication.

Qualifications

• Associate degree or related experience supporting leaders.
• 4-5 years of executive support in a corporate setting.
• Ability to work with diverse teams and maintain confidentiality.
• Strong organizational and prioritization skills.
• Proficient in Microsoft Office 365.

Responsibilities

• Assist Office Administrator/Manager with routine responsibilities.
• Manage building access, parking invoices, and office supplies.
• Assist with office moves and new hire setups.
• Coordinate CPR/AED training and maintain medical supplies.
• Cover reception desk as needed.
• Contribute to a positive work environment and maintain confidentiality.
• Handle special projects and duties as assigned.

Skills

Attention to detail

Confidentiality

Collaborative mindset

Professional demeanor

Effective communication

Multitasking

MS Office / Microsoft 365

Education

Associate degree

4-5 years executive support experience

Tools

Microsoft Office Suite / 365

Job description

We are a Firm where people truly believe in what they do and strive to achieve the highest standards of performance and success.

This position is based in our Miami Office.

General Description:

The Administrative Specialist will work closely with the Office Administrator/Manager to assist with various routine responsibilities as well as special projects and duties as assigned to help ensure the smooth operation of the office.

Key Responsibilities and Essential Job Functions:

• Manage building, office space, and parking access.
• Audit monthly parking invoices.
• Manage office supplies, including ordering and stocking all supplies.
• Assist with building requests/issues.
• Assist with office moves.
• Set up new hire offices.
• Clear departure offices/desks of supplies
• Assist with covering the reception desk.
• Coordinate training of CPR/AED and maintain AED equipment and medical supplies.
• Expected to maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the firm during business hours unless otherwise approved or required by applicable law.
• Contributes to a positive work environment, building positive relationships through effective communication, establishing trust, and maintaining confidentiality.
• Expected to maintain a regular and predictable work schedule and full attention to and engagement in work activities on behalf of the firm during business hours unless otherwise approved or required by applicable law.
• Special projects and duties as assigned.

Required Skills:

• Accuracy and attention to detail
• Awareness of the importance of confidentiality. Knowledge of basic practices governing the disclosure of legal and business information.
• Ability to work with a variety of individuals and groups in a collaborative and constructive manner.
• Professional appearance and conduct, with inviting and helpful demeanor
• Effective communicator
• Ability to manage multiple priorities.
• Knowledge or ability to learn Microsoft Office Suite, or Microsoft 365.

Required Qualifications & Education:

• Associate’s degree and/or experience supporting leaders and organizations.
• 4-5 years performing executive support in a corporate environment.

Physical Requirements:

• Ability to sit or stand for extended periods of time.
• Moderate or advanced keyboard usage.
• Ability to lift a minimum of twenty pounds.

Benefits:

Our goal is to promote a work environment in which individuals have access to the resources they need to be their best both professionally and personally, which includes resources that encourage individuals to focus on their health and well-being.

Below are the benefits we offer: comprehensive medical (PPO and HDHPs), dental and vision plans including coverage for domestic partners; life and AD&D insurance; short and long term disability insurance; tax-advantaged accounts for health care expenses, including FSAs and HSAs; FSAs for dependent care; health advocacy services; behavioral health and counseling resources for all family members; 401(k); profit sharing; backup dependent care; senior care planning support; resources for individuals with development disabilities and their caregivers; and paid holidays and other paid time off, including paid leave for new parents.

Holland & Knight is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related conditions, transgender status, and sexual orientation), national origin, age, disability, genetic information, veteran status or any other factor prohibited by law.