Assistant to the Director of Administration

Morgan, Lewis & Bockius LLP; Philadelphia (Philadelphia County); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Assistant to the Director of Administration in Philadelphia. This role involves providing comprehensive administrative support to ensure smooth office operations and superior client service. Responsibilities include managing schedules, organizing meetings, preparing reports, and assisting with budget reviews. The ideal candidate will possess strong organizational skills, proficiency in Microsoft Office, and the ability to communicate effectively with various stakeholders. Join a dynamic team that values inclusion and offers opportunities for professional growth.

Qualifications

• Bachelor's degree and 1 year of internship or professional experience preferred.
• Demonstrated proficiency in Microsoft Office Suite and WebEx.
• Strong organizational skills and attention to detail.

Responsibilities

• Provide a broad range of administrative support with superior client service.
• Assist in meeting and event planning and organization.
• Prepare agenda for meetings and track follow-up action items.

Skills

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Microsoft PowerPoint

WebEx

Organizational Skills

Communication Skills

Interpersonal Skills

Education

Bachelor's Degree

Professional Services Industry Experience

Job description

Morgan, Lewis & Bockius LLP, one of the world's leading global law firms with offices in strategic hubs of commerce, law, and government across North America, Asia, Europe, and the Middle East, is seeking to hire an Assistant to the Director of Administration in our Philadelphia, PA office. Reporting to the Director of Administration this position will be responsible for providing a broad range of administrative support with an emphasis on superior client service.

PRIMARY FUNCTIONS AND RESPONSIBILITIES

• Answer phones, oversee calendar, draft correspondence, and other documents, and maintain files

• Prepare agenda for office management committee and/or partner meetings, schedule conference rooms, monitor follow up action items per DOA request

• Assist with preparation of special projects as requested, such as office emergency plan, guest services binder and directory updates

• Perform and prepare charts and reports related to firm, market and miscellaneous research

• Serve as liaison to employees for direction as to which departments can assist with various requests

• Assist in meeting and event planning and organization

• Process expense reports/reimbursements, including parking and catering invoices

• Assist with annual budget review, monitor expenditures, and provide recommendations to DOA

• Assist with the preparation of the office Business Resumption Plan

• Assist in maintaining records regarding leases and subleases related to the resident office

• Oversee established security standards and procedures

• Follow up as needed with Firm and office vendor contracts

• Communicate regularly with office and Firm Management

• Communicate firm procedures with all office personnel

• Responsible for the administration of specific programs and processes

• Coordinate Firm's social events - receptions, outings, etc. in conjunction with the DOA, Office Managing Partner, and the Administrative Support Manager

• Maintain office page content on MorganNet

• Works as the FM Systems site coordinator to facilitate vacate and move requests

• Handles the assigning of new personnel extensions

• Collaborates with Business Development, Marketing, Community Relations, Pro Bono and Human Resources to execute annual office-wide events

• Compose internal memos and external correspondence for senior management and review all documentation

• Make travel arrangements for DOA

• Prepare weekly office bulletin

• Track and distribute entertainment tickets

• Process sponsorship requests

• Other duties as assigned

EDUCATION AND EXPERIENCE

• Bachelor's degree and one (1) year of internship or professional experience preferred; or equivalent combination of education and experience

• Professional services industry experience a plus

• Demonstrated proficiency in Microsoft Excel, Outlook, Teams, and PowerPoint, as well as WebEx

• Strong organizational skills, attention to detail, the ability to balance multiple tasks in a fast-paced environment, and the ability to manage confidential information with discretion

• Excellent written/verbal communication skills, strong interpersonal skills, and the ability to work independently and as part of a team

• Flexibility to work overtime is required

Your employment relationship with the firm will be on an "at-will" basis, meaning that the Firm may modify the terms and conditions of your employment at any time, and that either you or the firm will be free to end the relationship at any time with or without cause and with or without advance notice, although reasonable notice would be expected.

Qualified candidates must apply online by visiting our website at www.morganlewis.com and selecting "Careers."

Morgan, Lewis & Bockius LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value inclusion and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment qualified applicants with arrest and conviction records.

California Applicants: Pursuant to the California Consumer Privacy Act, the following link contains the Firm's California Consumer Privacy Act Privacy Notice for Candidates which explains the categories of personal information that we collect and the purposes for which we use such personal information. CCPA Privacy Notice for Candidates

Morgan, Lewis & Bockius, LLP reasonably accommodates applicants and employees who need them to perform the essential functions of the job because of disability, religious belief, or other reason protected by applicable law. If you believe you need a reasonable accommodation during the application process, please contact Talent Acquisition at 888.534.5003 or [e-mail]

If hired, your employment relationship with the firm will be on an "at-will" basis, meaning that the firm may modify the terms and conditions of your employment at any time, and that either you or the firm will be free to end the relationship at any time with or without cause and with or without advance notice, although reasonable notice would be expected.