Administrative Specialist

About Us Skadden, Arps, Slate, Meagher & Flom LLP has forged a reputation as one of the most prestigious law firms in the world. Relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients’ legal issues. We are known for handling the most complex transactions, litigation/controversy issues, and regulatory matters, as well as for the strong partnerships we build with clients and each other. Our attorneys, who reflect a broad range of experiences and perspectives, work together seamlessly across 50-plus practices and 21 offices in the world’s major financial centers. The Opportunity We are seeking an Administrative Specialist to join our firm. This position will be based in our Los Angeles office (hybrid). The Administrative Specialist will handle diversified administrative duties and work closely with the Office Administrative Director, the Los Angeles Management Team, Business Services Professionals, and attorneys on a wide range of projects. They will assist in designated administrative details to increase efficiencies, handle primary responsibilities for all office‑wide events, support the Wellness Program, and collaborate on annual employee engagement initiatives. Responsibilities Utilize Microsoft Office Suite (advanced Word, PowerPoint, Excel with pivot tables, charts and calculations) and Outlook; proficient with Chrome River, Aderant, SRM, Publisher, Adobe Acrobat, photo editing software, and intranet management. Assist with security‑related aspects of the operation, including the Business Continuity Plan, and coordinate the Certificate of Insurance requirements. Serve as primary point person for researching and coordinating internal office events; collaborate with department heads and the Catering Manager on catering needs, concepts and décor. Ensure employees complete yearly Fire and Safety Training in accordance with the Fire Department and building security. Maintain the LAO intranet, review and track monthly usage reports, and develop seasonal analysis for the Office Administrative Director. Handle event and ticket allocation for Crypto.com Arena and Intuit Dome events, distribute tickets, and coordinate catering requests. Assist Facility Management with reporting issues and operating the FMI software; coordinate online service requests and building work orders. Maintain relationships with facility vendors and subcontractors, schedule maintenance, and track contract expirations. Assist in space planning, asset allocation tracking, art inventory management, and transportation. Support technology and security updates, editing handbooks, and employee badge tracking. Assist Marketing with business development sponsorships, tribute ads, and organization submissions. Prepare and maintain administrative expense reports, coordinate meetings, travel, and conference facilities; utilize AV equipment effectively. Collect quarterly carbon data and maintain sustainability tracking spreadsheets. Apply knowledge of attorney practice areas and firm resources; facilitate effective communication. Perform other related duties as assigned. Qualifications Knowledge of firm operations, policies and procedures. Proficiency in firm computer software (Outlook, Excel, PowerPoint) and ability to learn new systems. Advanced Excel skills, including pivot tables, charts, and calculations. Advanced knowledge of Chrome River, Aderant, SRM, Publisher, and Adobe Acrobat. Expertise in advanced PDF skills (conversion, editing, linking). Strong interpersonal, written, and verbal communication skills. Excellent attention to detail and ability to manage multiple projects and priorities. Capacity to handle sensitive matters and maintain confidentiality. Organizational and prioritization skills; ability to thrive in fast‑paced and demanding environments. Team orientation and independent work capability; flexibility to adjust hours as needed. Education and Experience Bachelor’s degree. Minimum of ten years of administrative‑related work experience. Benefits Competitive salaries and year‑end discretionary bonuses. Comprehensive health care (medical, dental, vision), savings plan/401(k), and voluntary benefits. Generous paid time off and paid leave options, including parental leave. In‑classroom, remote, and on‑demand learning and professional development opportunities. Robust well‑being classes and programs. Opportunities to give back and make an impact in local communities. EEO Statement Skadden, Arps, Slate, Meagher & Flom LLP is an Equal Opportunity Employer. We do not discriminate against applicants or employees based on any legally impermissible factor, including race, color, religion, creed, sex, national origin, ancestry, age, alienage, citizenship status, marital or familial status, domestic partnership status, caregiver status, sexual orientation, gender, gender identity or expression, transgender status, genetic information, medical condition, pregnancy, childbirth, related medical conditions, disability, veteran status, or other protected categories. We provide reasonable accommodations for applicants requiring them during the application process. #J-18808-Ljbffr