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Specialist, Administrative Services

2 months ago

Boston, United States Weil Gotshal Full time
Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Job Description
The Administrative Services Specialist works closely with the Director of Administration. Responsibilities include secretarial supervision, event coordination, and operational support for the Boston office.
Primary Responsibilities and/or Essential functions:

"Essential functions" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

  • Secretarial Support. Provides ancillary supervision to legal secretarial staff, ensures there is adequate coverage, balanced workloads and consistent team work. Oversees and approves hourly time submissions, attendance and paid time off requests. Tracks variances and ensures compliance with firm policies. Obtains feedback on performance, and works with Director of Administration to address training needs, draft evaluations and address other work-related issues to improve efficiency and performance. Makes recommendations on processes and/or procedures for the enhancement of secretarial operations.
  • Event Coordination. Plan logistics for Boston events including: summer outings, internal celebrations, charity drive, volunteer days, and client events. Ensure a high level of thought and attention to detail are given to each event; contracts are in place, accurate and coordinated with the Procurement Department; and budgetary guidelines are met and regularly scrutinized for ways to be more efficient. Participate and facilitate activities of internal office committees including scheduling meetings and taking minutes.
  • Operations. Support the administrative operations of the Boston office by collaborating with the Director of Administration to improve existing administrative programs and services. Serve as coordinator for the onboarding process for new hires including: paperwork distribution and collection; drafting orientation schedules; and assigning mentors. Administer personnel changes as needed via Workday (HRIS) and personnel change notices. Maintain office personnel files, temporary staff log and the applicant process. Handles requests for verification of employment. Works with Director of Administration, Partners, and clients for sporting event ticket allocation. Performs administrative tasks and special projects, as needed.
Knowledge, Skills & Abilities:
  • Knowledge of general management administration at a level normally acquired through completion of a bachelor's degree in a related field. Three plus years of progressively more responsible work experience in office management, human resources or other administrative department. Previous event planning or law firm experience a plus.
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.
  • Interpersonal skills necessary to communicate effectively with a diverse group of attorneys, staff and clients and provide information with ordinary courtesy and tact while safeguarding confidentiality.
  • Work occasionally requires more than 40 hours per week to perform the essential duties of the position.
  • Able to use database software, spreadsheet, and word processing software and equipment to complete analysis and reports.
  • Ability to retrieve and distribute files, written documents or office supplies weighing up to 12 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.
  • Ability to operate standard office equipment, including personal computer, scanner/copier, and telephone.
Education/Certifications:
  • Bachelor's degree or equivalent education and experience required.
Competencies:
  • Accepts responsibility for the quality and timeliness of work; understands how performance affects business results. Consistently strives to improve performance. Adheres to Firm policies.
  • Analyzes problems, develops effective solutions and understands implications of solutions. Makes appropriate and timely decisions.
  • Communicates clearly and concisely in written/verbal communications. Proactively communicates to facilitate work, teamwork and efficiency. Chooses appropriate communication tools and utilizes technology to facilitate communications where appropriate.
  • Conveys a positive image of the Firm. Responds professionally, thoroughly, and courteously to internal/external clients. Produces high quality work; is efficient, accurate and has good attention to detail; displays high level of personal integrity.
  • Works effectively with co-workers as part of the team to get the job accomplished. Flexible and open-minded; values diversity. Actively listens and interacts with others in a tactful, respectful, and positive manner.


Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees. Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan. Weil also offers generous paid time off and holidays. All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran's status, genetic information or any other legally protected status.