Administrative Specialist

Job Description

The world's leading organizations and global players choose Proskauer to represent them when they need it the most. With 800+ lawyers in key financial centers around the world, we are known for our pragmatic and business-savvy approach.

Proskauer is the place to turn when a matter is complex, innovative and game-changing. We work seamlessly across practices, industries and jurisdictions with asset managers, private equity and venture capital firms, Fortune 500 and FTSE companies, major sports leagues, entertainment industry legends and other industry-redefining companies.

We are seeking a highly motivated and detail-oriented Administrative Specialist . This role will play a critical role in supporting the Enterprise Technology Transformation ("ETT") leadership team, including Innovation, Center of Excellence, and Applications.


This individual will serve as a strategic communications partner and trusted administrative leader, responsible for developing executive-level communications and ensuring the smooth operational functioning of the department.

This role requires a strong understanding of technology transformation initiatives and the ability to translate complex concepts into clear, compelling executive-level materials. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working directly with senior leadership.

Responsibilities

Executive Communications & Presentations

• Develop executive-level PowerPoint presentations, incorporating substantive content that reflects ETT initiatives, priorities, and outcomes
  • Synthesize complex technical, operational, and strategic information into clear, concise, and visually effective materials for senior leadership and stakeholders
  • Leverage and adapt prior content, presentations, and materials to ensure consistency and efficiency across communications
• Gain and maintain a working understanding of ETT's mission, programs, and technology initiatives to support high-quality content creation

Administrative & Operational Support

• Partner with HR and ETT leadership to support recruiting and onboarding, including:
  • Assist ETT leadership in the preparation of Job Requisition Packets
  • Tracking recruiting and hiring status
  • Coordinating onboarding logistics and agendas for new team members
• Routinely prepare and submit expense reports and invoices
• Manage regular disbursement and cost recovery reports
• Provide information governance and operational support, ensuring documentation and materials are properly organized and maintained

Calendar, Meetings & Coordination

• Manage complex calendars for leadership, including internal and external meetings and conference calls
• Coordinate and attend regular meetings with the ETT leadership team and KM Lawyers to facilitate alignment across projects and programs
• Prepare meeting materials, agendas, and follow-ups as needed

Planning, Travel & Special Projects

• Assist with planning and coordination of group activities, events, and offsites
• Coordinate travel arrangements and prepare detailed itineraries
• Support special projects on an as-needed basis, including cross-departmental initiatives

Qualifications

• Bachelor's degree or equivalent experience
• Minimum 3 years of experience in a similar role in a professional services firm
• Proven experience working in Agile/Scrum environments required
• Demonstrated experience creating executive-level PowerPoint presentations with substantive content
• Strong ability to quickly understand and communicate complex subject matter, particularly in technology or transformation environments
• Excellent written, verbal, and organizational skills
• Proven experience supporting senior leaders in a fast-paced, professional environment
• High level of discretion and professionalism
• Advanced proficiency in Microsoft PowerPoint; strong working knowledge of Microsoft Office tools
• Ability to manage multiple priorities, deadlines, and stakeholders simultaneously

This position will require some physical presence in Proskauer's offices on a weekly basis. The anticipated compensation range for this position is $80,000 - $100,000. The actual salary offered will be based on a number of factors including but not limited to the qualifications of the applicant, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job.


Proskauer is committed to providing a work environment that includes equal opportunity without regard to race, color, gender, age, creed, sex, religion, national origin, disability (physical or mental), marital status, citizenship, ancestry, sexual orientation, gender identity and gender expression, or any other legally protected status.