Office Administrative Specialist

Department: Office Administration

This position performs a variety of administrative duties and delivers high-quality support services to multiple internal and external clients, while exhibiting commitment to integrity and excellence. This position requires proactive problem solving and developing a thorough understanding of multiple firm administrative processes and procedures.

Under the direction of the Director of Administration and management team this role supports multiple assignments, work processes and projects while interacting effectively, courteously and professionally with all levels of staff and internal/external contacts.  The incumbent should be an agile, self-motivated and highly collaborative team member. 

Essential Functions:

General Administration

• Proactively schedules meetings and manages calendars and contacts, conference room and catering arrangements for Director of Administration and management team as needed
• Coordinates travel and prepares itineraries and related expense reports
• Coordinates vendor payments and approvals for Philadelphia Office of Administration
• Manage and maintain team project tracker and weekly management reporting

Project Planning, Coordination and Control

• Maintaining the Project database and related project files; ensuring that project documentation in the database is complete and up to date
• Monitoring the Project task list on a daily basis; assisting with follow up on delegated tasks and information requirements; facilitating progress on open projects; following through on the completion and closing of project files
• Completing certain project tasks as appropriate in collaboration with or under the supervision of the Director of Administration
• Assists in monthly management reporting
• Manages updates for Philadelphia Office Location page on firm intranet
• Administrator for Corporate Ticket Program, Uber Program, Firm sponsorships and political contributions
• Assists with annual budget process and monitoring monthly variances
• Oversight of Safety Wardens and CPR Training as part of Emergency Response Team
• Assists with the organizing and execution of various firm events throughout the year.
• Assist with preparation of presentations and office communications

Analysis and General Management Matters

• Reviewing and summarizing reports and documents; ensuring that all regular reports are received and reviewed on a timely basis
• Compiling information in response to issues or questions that arise on a regular, recurring, or ad hoc basis; summarizing and presenting information clearly and concisely; developing, where possible, follow up questions, preliminary conclusions or recommendations for discussion; and tracking and follow-up on information requests and action items

Knowledge, Skills and Abilities:

Client Service

• Demonstrates the ability to work collaboratively with all stakeholders including internal clients and external contacts
• Staff management experience preferred. HR experience a plus

Communication Skills (Verbal and Written)

• Communicates clearly and coherently, interpreting information and adapting communication to suit particular situations and audience needs. Demonstrates excellent grammatical and proofreading skills.Displays tact and diplomacy in written and verbal communications.

Technical Skills

• Strong proficiency in Microsoft Office suite, including Outlook for email and calendar management, Word, PowerPoint and Excel.Must have the ability to quickly learn and adapt to firm specific software and new applications as needed.
• Must possess strong financial, analytical and project management skills.

Judgment and Problem Solving Skills

• Demonstrates good judgment, discretion and problem solving skills.Has the ability to think strategically to anticipate problems and uses analytical skills to propose solutions.Appropriately escalates issues beyond the scope of responsibility.

Initiative/Innovation/Motivation

• Proactively seeks to improve own competence, looks for ways to improve knowledge base and generates innovative ideas. Takes advantage of internal resources for training and development to enhance skills and processes. Recommends solutions to improve efficiency within team and throughout the firm as appropriate.

Planning/Organization/Time Management

• Demonstrates the ability to adapt to change (expected and unexpected) and balance competing demands in a fast-paced environment. Prioritizes work, seeks direction with competing priorities and utilizes tea