Specialist, Administrative Services

Weil Administrative Staff Opportunity

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 Senior Administrative Services Coordinator partners closely with the Director of Administration to support the administrative, strategic, and operational needs of the Houston office. This role plays a key part in the coordination of office and client events, providing and streamlining administrative support and processes, ensuring firm policies and procedures are followed, collaborating across departments, preserving the confidentiality of Firm and client matters, and delivering the highest level of client service to attorneys, administrative staff and clients. The ideal candidate is a client-oriented problem-solver and operational leader who supports key administrative, offices services, legal recruiting, and human resources functions, fostering cross-department collaboration, and drives administrative excellence.

Primary Responsibilities and/or Essential Functions

ADMINISTRATION/HR/LEGAL RECRUITING

• Partner with the Director of Administration to ensure administrative policies/procedures in conjunction with Firm guidelines are followed to guarantee efficient management of all administrative functions.
• Serve as a go-to resource for Houston administrative operations; troubleshoot issues and escalate concerns as needed.
• Manage logistics and administrative aspects of onboarding and offboarding processes.
• Liaise with Information Systems (IS), Canon, Human Resources (HR), Legal Recruiting (LR) and other departments to ensure seamless execution of office initiatives.
• Create and manage employee files as well as other administrative filing.
• Upload resumes and disposition candidates in database (ViRecruit), including drafting and sending responses to candidates or search firms regarding their submissions.
• Assist with non-partner lateral and law school recruiting, including scheduling interviews, sponsorship activities, on-campus interviews and summer associate program planning and execution.
• Creates and maintains the Houston Office Visitor Guide.
• Runs and distributes various Houston monthly reports, headcount, hours, counsel/associate vacation.
• Provide support with data collection and reporting for internal audits, budget tracking, or strategic planning.
• Prepares invoices, checks, and all office related administrative expenses and ensures appropriate assignment of GL or client matter numbers.
• Works with NY HR to process employee jury duty service.
• Assists with coordination of events, including holiday parties, civic and charitable community sponsorships, internal celebrations, and other special events.
• Develop and maintain a calendar of events and key office milestones.
• Collaborate with Marketing/BD, Recruiting, Inclusion, and other internal stakeholders to ensure firm branding, values, and goals are reflected in events.
• Observes confidentiality of all Firm and client matters.
• Serves on the HO Emergency Response Team.

OFFICE SERVICES

• Manages transportation options/enrollment for attorneys and staff, and parking and bus passes for employees.
• Maintains vendor list and ensures timely and accurate payment of invoices.
• Maintains notary records.
• Maintains and updates Houston office attorney and administrative staff directory and room/desk numbers for floor plans updates.
• Maintains Houston office listing of home addresses.
• Orders supplies within the allocated annual budget.
• Coordinates with contractors for maintenance of facilities, including maintaining valid/current COI collection.
• Arranges for the purchase and repair of Firm equipment and appliances.
• Assigns and maintains security access card records.
• Maintains physical and perpetual inventory of supplies, art, and furniture.

INFORMATION SYSTEMS

• Provides back-up support as needed for office computers, phones, and conference rooms.
• Uses judgment to escalate issues and problems based on differing situations, including available solutions and workarounds, customer requirements and workloads.
• Distributes training classes and completes annual training requirements for skills enhancement.

The above is intended to describe the general content of and requirements for the performance of the job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.

Knowledge, Skills & Abilities:

• 5+ years of professional experience in a professional services environment, law firm preferred.
• Must be highly motivated, organized, accurate and detail-oriented with the ability to prioritize and handle multiple tasks under time constraints.
• Strong writing, editing, and proofreading skills; ability to synthesize data and accurately capture it in a narrative Ability to proofread typed material for grammatical, typographical, and spelling errors.
• Ability to type standard memoranda and correspondence at a level of 60+ WPM.
• Good judgment, discretion, and ability to provide information with courtesy and tact while safeguarding confidentiality.
• Excellent interpersonal communication skills to interface with all levels at the firm.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) with ability to quickly learn new technologies.
• Ability to operate standard office equipment, including personal computers, scanner/copier, typewriter, facsimile, and telephone.
• Willingness to work outside normal business hours and on weekends as required.

Education/Certifications:

• High School diploma or GED required.
• College degree a plus.

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.