Administrative Specialist

Holland & Knight; Miami (FL); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, vision

Life and AD&D

Disability insurance

FSAs/HSAs

401(k) with profit sharing

Paid holidays

Job summary

Holland & Knight is seeking an Administrative Specialist to support the Miami office by partnering with the Office Administrator/Manager on routine tasks and special projects. You will help manage building access, parking, supplies, and reception coverage, while ensuring confidentiality and professional communication across teams.

The role requires 4–5 years of executive support experience and an Associate degree or equivalent.

Qualifications

• Must have Associate degree or equivalent experience.
• 4–5 years of executive support in a corporate environment.
• Strong organizational and communication skills.

Responsibilities

• 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 CPR/AED training and maintain AED equipment and medical supplies.
• Maintain a regular and predictable work schedule during business hours.
• Contribute to a positive work environment and maintain confidentiality.
• Special projects and duties as assigned.

Skills

Accuracy and detail

Confidentiality

Microsoft Office

Multitasking

Communication

Professional demeanor

Collaboration

Education

Associate degree

Executive support experience

Tools

Microsoft Office Suite

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;
• 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.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail].

Personal Information collected from applicants will be used for the purpose of processing the application throughout any recruitment or employment process, as well as inclusion in a personnel file. Categories of data collected may include name, address, phone numbers, email, Social Security Number, and signature. Holland & Knight may collect further information if you consent to a background check. This includes criminal background, employment, and certifications. Please visit Legal Information Portal for Holland & Knight LLP’s privacy policies.

Holland & Knight is proud of having built one of the largest, most respected law firms in the world today. Holland & Knight has been advising clients for more than 130 years and has approximately 2,200 lawyers across the U.S. and in five international offices. Holland & Knight services clients globally. Known for our extraordinary legal service to clients, our culture of excellence, and our commitment to the communities in which we work, we are a firm of people who truly believe in what we do. We invite you to experience what Holland & Knight has to offer. It takes more than lawyers to build a great law firm and, as a result, the firm employs more than 1,700 business professionals. Business professionals play a pivotal role in the firm by planning and implementing strategic initiatives to enhance the firm’s capabilities and drive growth. The firm employs business professionals in many different areas, including technology innovation, pricing, business development, finance, talent acquisition, marketing, information governance, cybersecurity, information technology, talent development, compliance, office administration, communications, and project management, just to name a few. Additionally, the firm employs many paralegals and practice assistants who directly support our lawyers and clients. Together, these roles form the infrastructure that allows our lawyers to focus on providing exceptional client service.