Administrative Specialist/Receptionist

DLA Piper LLP (US); Palo Alto (CA); Hybrid; USD 51,000 - 66,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

401(k)

Job summary

DLA Piper is seeking an Administrative Specialist in Palo Alto to provide essential office operations support. The role encompasses reception duties, facilities collaboration, event planning, and project support as part of the firm’s strategic initiatives.

The position offers a potential hybrid work arrangement combining remote and in-office work. Ideal candidates have at least one year of administrative experience and strong communication and organizational skills to interact with staff,

Qualifications

• Requires high school diploma or GED.
• 1 year of administrative support experience preferred.
• Excellent communication and organizational skills.

Responsibilities

• Answer main office phone line.
• Greet guests.
• Schedule conference rooms, hospitality services, videoconferencing equipment, etc.
• Confirm arrangements.
• Place catering orders for meetings and events.
• Issue loaner and permanent office badges; activate and deactivate as necessary.
• Place orders for staff relations requests, including flowers, food, and gifts.
• Assist with branded communications to the office.
• Maintain Daily Notice.
• Liaise with property management for maintenance requests, loading dock/delivery issues, and janitorial services.
• Coordinate parking.
• Obtain Operations/Facilities estimates and coordinate schedules with vendors as necessary.
• Process department invoices, review invoices for accuracy, and submit them for approval.
• Interact with Accounts Payable to ensure checks are processed as necessary.
• Complete expense reports as required for Operations services.
• Open and distribute incoming mail and prepare outgoing mail, including UPS shipments, priority mail, and certified mail.
• Make copies, assemble reports, and/or send materials electronically as requested.
• Take on the role of Sustainability Lead for one or more offices.
• Assist with coordination of office and/or department events, including blood drives, special events, and parties.
• Other duties as assigned.

Skills

Strong communication

Organizational skills

Interpersonal skills

Education

High School Diploma or GED

Job description

DLA Piper is, at its core, bold, exceptional, collaborative and supportive. Our people are the backbone, heart and soul of our firm. Wherever you are in your professional journey, DLA Piper is a place you can engage in meaningful work and grow your career. Let’s see what we can achieve. Together.

Summary

The Administrative Specialist, working in collaboration with and in support of the firm’s strategic initiatives, provides operations support to an assigned office to include standard Receptionist duties, as well as assistance with facilities, event planning, and projects.

Location

This position is located in our Palo Alto office.

Responsibilities

• Answer main office phone line.
• Greet guests.
• Schedule conference rooms, hospitality services, videoconferencing equipment, etc.
• Confirm arrangements.
• Place catering orders for meetings and events.
• Issue loaner and permanent office badges; activate and deactivate as necessary.
• Place orders for staff relations requests, including flowers, food, and gifts.
• Assist with branded communications to the office.
• Maintain Daily Notice.
• Liaise with property management for maintenance requests, loading dock/delivery issues, and janitorial services.
• Coordinate parking.
• Obtain Operations/Facilities estimates and coordinate schedules with vendors as necessary.
• Process department invoices, review invoices for accuracy, and submit them for approval.
• Interact with Accounts Payable to ensure checks are processed as necessary.
• Complete expense reports as required for Operations services.
• Open and distribute incoming mail and prepare outgoing mail, including UPS shipments, priority mail, and certified mail.
• Make copies, assemble reports, and/or send materials electronically as requested.
• Take on the role of Sustainability Lead for one or more offices.
• Assist with coordination of office and/or department events, including blood drives, special events, and parties.
• Other duties as assigned.

Desired Skills

• Must have strong communication and interpersonal skills required to interact with staff and attorneys on a regular basis.
• Good organizational skills are necessary to maintain files, coordinate schedules and track a variety of data.
• Ability to work effectively in a fast-paced environment.

Minimum Education

• High School Diploma or GED.
• Certificates Some additional computer or administrative training preferred.

Minimum Years of Experience

• 1 year experience providing administrative support preferred.

Essential Job Expectations

All DLA Piper employees are expected to demonstrate excellence in how we serve our clients and develop our people, upholding our firm values as part of our culture.

• Communicate effectively, both verbally and in writing, with clients, lawyers, business professionals, and external audiences.
• Produce high-quality work and respond to correspondence in an efficient, timely, and professional manner.
• Meet deadlines, manage competing priorities, and commit to meeting high standards.
• Comply with firm policies and procedures.
• Maintain confidences as required in a law firm environment.

Physical Demands

Sedentary work: This is primarily sedentary work, requiring occasional exertion of up to 10 pounds of force to lift, carry, push, pull, or move objects. The role involves sitting for extended periods, with occasional walking and standing, and occasional travel, both domestic and international.

Work Environment

The individual selected for this position may have the opportunity for a hybrid work arrangement combining remote and in-office work. The specific arrangement will be determined at the time of hiring and may be modified at the firm's discretion.

Disclaimer

The purpose of this job description is to provide a concise statement of the work elements and to organize and present the information in a standardized way. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole criteria for personnel decisions and actions. The job duties, requirements, and expectations for this position may be modified at the Firm’s discretion at any time. This job description does not change the at-will nature of employment.

Accommodation

Reasonable accommodations may be made upon request to enable individuals with disabilities to perform the essential functions of this position or participate in the selection process. For accommodation requests, please contact [e-mail].

No immigration sponsorship is available for this position.

Compensation

The firm’s expected hiring range for this position is $37.19 - $48.34 per hour depending on the candidate’s geographic market location. Non-exempt positions will be paid on an hourly basis and paid overtime in accordance with applicable laws. The compensation offered for employment will also be dependent on other factors including the candidate’s experience, skills, educational and professional background, and overall qualifications.

Benefits

• Medical/dental/vision insurance, and 401(k).
• Applicants who are not based in the jurisdiction in which this position is posted and who apply for this role are doing so voluntarily and are not eligible for relocation assistance. Any relocation benefits, if any, are provided only where a relocation is required at the firm’s direction and in accordance with applicable policy and law.

DLA Piper is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Get to Know Us

We invite you to learn more about us. Please visit the following pages for more information about DLA Piper.

Laterals and Recruitment Agencies

Lateral Partners, Law Students, Business Professionals.

Recruitment Agencies: Per the terms of our agreement, all candidates must be submitted through the firm’s agency portal for consideration. If you have an agreement with the firm, please log in to the agency portal via the following link to review positions accepting agency submissions.

Lawyer Positions Only: If you do not currently have an agreement with us and would like us to consider candidates, please submit a blind candidate profile to the email address listed in the applicable job posting.