Administrative Specialist

King & Spalding; Palo Alto (CA); On-site; USD 62,000 - 75,000; Full time

Benefits offered by this job

Bonuses

Health plan

401(k) plan

Paid Time Off

Job summary

King & Spalding in Palo Alto, CA seeks an Administrative Specialist to provide day-to-day office support across reception, facility services, and general admin. You will interact with lawyers, staff, clients, and vendors, handle meetings, mail, and conference logistics, and maintain security procedures.

The role emphasizes confidentiality, discretion, and a collaborative spirit within a fast-paced, professional services environment.

Qualifications

• High school diploma or equivalent required; bachelor's degree preferred.
• Minimum of two years of administrative/secretarial experience, preferably in a law firm.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to maintain confidentiality and demonstrate professional discretion.

Responsibilities

• Answer calls, greet clients and visitors, and manage reception.
• Schedule meetings, coordinate videoconferences, and track conference center bookings.
• Coordinate meals, catering, and maintain the reception and conference areas.
• Manage visitor badges, access cards, and security procedures.
• Support events, maintain firm calendar, and assist with various admin tasks.

Skills

Microsoft Office

Communication

Organization

Multitasking

Confidentiality

Customer service

Education

High School Diploma

Bachelor's degree preferred

Job description

King & Spalding is a leading global law firm with a commitment to excellence, innovation, and the seamless delivery of legal services. We harness innovative technology and exceptional talent to meet the complex needs of our clients in a fast-paced and dynamic legal landscape.

The Administrative Specialist is responsible for providing administrative support for the day-to-day coordination and operation of the office, which encompasses the areas of Reception/Hospitality, office services, and general administrative support; and provides secondary support to other departments in the firm, including but not limited to Legal Practice Assistants and Business Development/Marketing. This position requires maintaining positive relationships with lawyers, business services professionals, clients, guests, and vendors and working as an effective team player. The highest level of confidentiality and discretion in handling firm information is required.

KEY RESPONSIBILITIES:

• Answer all incoming and internal calls. Greet, receive, and register clients and visitors.
• Schedule meetings, coordinate videoconferences, and keep track of all meetings taking place in conference center.
• Place meal/catering orders and ensure orderly condition of conference center and reception area.
• Assign offices to visiting K&S personnel and coordinate related facilities and technical requirements.
• Maintain a log of all visitor office assignments and temporary access badge assignments.
• Update and maintain database for coordination of access cards. Obtain new cards and cancel existing cards when necessary.
• Maintain a constant awareness of all activities and follow office security and emergency procedures as needed.
• Provide support for special events as requested.
• Maintain firm calendar and add meetings/events as necessary.
• Monitor office, pantry, shipping, copy, and conference room supplies; maintain inventory and coordinate replenishment and storage.
• Receive, sort, distribute, and track incoming and outgoing mail, packages, courier deliveries, and overnight shipments.
• Perform regular office walkthroughs and address or elevate issues involving cleanliness, safety, equipment, furniture, and shared spaces.
• Support print, copy, and document production projects, including preparation of large or complex binders
• Serve as a point of contact for vendors and building personnel regarding routine deliveries, service visits, repairs, maintenance, and access needs.
• Member of the Crisis Management Team; responsible for maintaining Business Continuity Plan and distributing updated information.
• Assist with maintaining accurate and current records for firmwide CPR certification and AED program.
• Serve as a liaison with Property Management regarding building emergency evacuation procedures and other building related items.
• Assist with other duties and special projects as needed and assigned by the Director of Administration
• Additional duties may be assigned, and responsibilities may change based on business needs.

QUALIFICATIONS:

• High school diploma or equivalent required. Bachelor’s degree preferred.
• Minimum of two years’ administrative and/or secretarial experience preferably in a law firm or professional services organization.
• Must have high level of proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of basic office procedures.
• Communication and interpersonal skills necessary to communicate effectively with a diverse group of clients, lawyers, staff, and vendors utilizing discretion, professional courtesy, and tact.
• Excellent organizational skills necessary to prioritize effectively and meet deadlines while maintaining a strong attention to detail.
• Ability to manage multiple projects while balancing changing priorities in a fast-paced demanding environment.
• Ability to maintain composure under pressure.
• A pleasant and professional attitude coupled with excellent client service skills and a strong work ethic.
• Self-starter with ability to work independently with little supervision. Must be comfortable with making decisions as needed.
• Ability to recognize and maintain confidential information at all times.
• Must be able to adapt to what is needed at any given time with a positive and cooperative spirit.

OTHER:

• Must be flexible during heavy workload periods. Occasional long workdays and flexible lunch hours as necessary. Occasional weekend work required.

The firm offers a generous total compensation package with bonuses and raises awarded in recognition of individual merit-based performance. All full-time Business Services employees may participate in King & Spalding’s comprehensive benefit program including health and wellness plan, life and disability insurance, flexible spending accounts and a health savings account, a 401(k) plan, profit sharing plan, and a substantial Paid Time Off (PTO) program.

Pay Transparency Range:

Silicon Valley: The anticipated full-time annualized salary range is $61,614 - $75,000.

The salary offer will be contingent upon various factors, including but not limited to, relevant experience, internal equity, market data, job location, and other job-related factors permitted by law.

Qualified candidates with arrest or conviction records will be considered for employment in accordance with the following laws if applicable: City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, San Francisco Fair Chance Ordinance, the California Fair Chance Act.

King & Spalding LLP (K&S) is committed to providing equal employment opportunity to all applicants and employees in full compliance with all state, federal, and local laws prohibiting discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, age, disability or any other status protected by applicable law.

We are proud of our remarkably cohesive culture, which now encompasses more than 2,500 lawyers and business professionals worldwide. We seek to attract and develop the very best talent to work with us.