Job Details

Administrative Assistant, Facilities and Office Services

Morgan, Lewis & Bockius LLP, one of the world's leading global law firms, has an opening for an Administrative Assistant, Facilities and Office Services, reporting to the Regional Director, Facilities and Office Services.

The Administrative Assistant will be responsible for providing administrative support as well as a wide range of administrative assistance to the Regional Director, Facilities and Office Services, local office Facilities and local office Administration to facilitate the design, development, and implementation of various office and firmwide initiatives.

Responsibilities include but are not limited to: compiling and analyzing basic information for inclusion in reports or presentation materials; preparing charts, graphs, or tables as necessary; processing invoices, receiving and responding to routine correspondence.

This position may also have unsupervised responsibilities, including special projects and reports. Additionally, this role may be responsible for the administration of specific programs and processes to standardize various operational functions of the firm.

Key responsibilities of this position include:

• Assist with any firmwide and local office projects & operations.
• Provide assistance with firmwide and local office moves and renovation/construction projects.
• Assist with the documentation of safety and maintenance of the physical facility.
• Serve as secondary liaison with local building management, engineers, security, and janitorial staff to ensure issues with the physical facility are resolved in a timely manner.
• Assist with maintaining inventories on FM Systems for capital equipment, furniture, and artwork.
• Liaises with Firm/Local IT on all issues related to IT services related building infrastructure.
• Assist Regional Director(s), Facilities and Office Services, local office Administration, and Procurement with vendor management for maintenance, renewal, or cancellation of service contracts with vendors.
• Assist with maintaining facilities management programs.
• Assist with the operations of the Conference Center including any hospitality vendors.
• Assist with the operations of the mail room/copy service center.
• Assist with communicating office housekeeping functions.
• Assist with firm and local office security systems as assigned.
• Serves as secondary liaison with building management on developing and maintaining required emergency preparedness procedures for all personnel.
• Assist with planning and preparations for business continuity plan, Fire, and Life/ Safety programs.
• Assist with establishing and adherence to department budgets; and seeking opportunities to improve department efficiency and reduce expenses by streamlining operations.
• Collaborate with Regional Director(s), Facilities and Office Services, local office Facilities and Administration, and other stakeholders to assist in establishing and improving streamlined and standardized processes and best practices around facilities and offices services in the US.
• Assist with proactively sharing of information, resources, and best practices.
• Assist with purchasing of and maintaining adequate inventories of various operational items including office supplies, conference room/hospitality supplies, branded items including signage and any other purchasing/inventory duties as assigned.
• Other duties as assigned.

Experience/Qualifications:

• Bachelor's degree or equivalent combination education and experience.
• Professional services industry experience a plus.
• A minimum of 3-5 years directly related experience.
• Flexibility to work overtime, which may include evenings and weekends, is required.
• Ability to adapt to change and balance competing demands.
• Ability to read, analyze, and interpret business and professional publications, prepare business correspondence, proposals and reports, effectively present information to Regional Director, Facilities and Office Services, and local office administration.

Morgan, Lewis & Bockius LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value inclusion 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.