Assistant to the Director of Administration

Morgan, Lewis & Bockius LLP, one of the world’s leading global law firms with offices in strategic hubs of commerce, law, and government across North America, Asia, Europe, and the Middle East, is seeking to hire an Assistant to the Director of Administration in our Philadelphia, PA office. Reporting to the Director of Administration this position will be responsible for providing a broad range of administrative support with an emphasis on superior client service.

PRIMARY FUNCTIONS AND RESPONSIBILITIES

• Answer phones, oversee calendar, draft correspondence, and other documents, and maintain files

• Prepare agenda for office management committee and/or partner meetings, schedule conference rooms, monitor follow up action items per DOA request

• Assist with preparation of special projects as requested, such as office emergency plan, guest services binder and directory updates

• Perform and prepare charts and reports related to firm, market and miscellaneous research

• Serve as liaison to employees for direction as to which departments can assist with various requests

• Assist in meeting and event planning and organization

• Process expense reports/reimbursements, including parking and catering invoices

• Assist with annual budget review, monitor expenditures, and provide recommendations to DOA

• Assist with the preparation of the office Business Resumption Plan

• Assist in maintaining records regarding leases and subleases related to the resident office

• Oversee established security standards and procedures

• Follow up as needed with Firm and office vendor contracts

• Communicate regularly with office and Firm Management

• Communicate firm procedures with all office personnel

• Responsible for the administration of specific programs and processes

• Coordinate Firm’s social events - receptions, outings, etc. in conjunction with the DOA, Office Managing Partner, and the Administrative Support Manager

• Maintain office page content on MorganNet

• Works as the FM Systems site coordinator to facilitate vacate and move requests

• Handles the assigning of new personnel extensions

• Collaborates with Business Development, Marketing, Community Relations, Pro Bono and Human Resources to execute annual office-wide events

• Compose internal memos and external correspondence for senior management and review all documentation

• Make travel arrangements for DOA

• Prepare weekly office bulletin

• Track and distribute entertainment tickets

• Process sponsorship requests

• Other duties as assigned

EDUCATION AND EXPERIENCE

• Bachelor’s degree and one (1) year of internship or professional experience preferred; or equivalent combination of education and experience

• Professional services industry experience a plus

• Demonstrated proficiency in Microsoft Excel, Outlook, Teams, and PowerPoint, as well as WebEx

• Strong organizational skills, attention to detail, the ability to balance multiple tasks in a fast-paced environment, and the ability to manage confidential information with discretion

• Excellent written/verbal communication skills, strong interpersonal skills, and the ability to work independently and as part of a team

• Flexibility to work overtime is required

Your employment relationship with the firm will be on an "at-will" basis, meaning that the Firm may modify the terms and conditions of your employment at any time, and that either you or the firm will be free to end the relationship at any time with or without cause and with or without advance notice, although reasonable notice would be expected.

Qualified candidates must apply online by visiting our website at www.morganlewis.com and selecting “Careers.”

Morgan, Lewis & Bockius LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

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