Administrative Specialist/Receptionist

Administrative SpecialistDLA 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.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.This position is located in our Palo Alto office.ResponsibilitiesAnswer 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 SkillsMust 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 EducationHigh School Diploma or GED.CertificatesSome additional computer or administrative training preferred.Minimum Years of Experience1 year experience providing administrative support preferred.Essential Job ExpectationsCommunicate 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 DemandsSedentary 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 EnvironmentThe 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.Application ProcessInterested candidates must apply directly online. Application materials sent via email will not be accepted.AccommodationReasonable 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 applications will not be considered.No immigration sponsorship is available for this position.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. We offer a comprehensive package of benefits, including medical/dental/vision insurance, and 401(k).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.