Administrative Services Coordinator

Why Seyfarth

At Seyfarth, we understand that great people are the key to our success, and we provide the opportunities to match. If you join us, you’ll work with state-of-the-art technology in a friendly and professional environment, and we will continue to invest in your professional development. If you want the freedom to grow at a firm that is invested in your future, keep reading.

The Opportunity

The Administrative Services Coordinator position supports the Office Administrator, local HR Manager and other office leaders by providing administrative support for their day-to-day responsibilities. Acts as a liason to other Departments and provides back-up support to Office Receptionist.

The Day-To-Day

On any given day, you will: 

• Assist in planning and coordinating internal and external office events, working directly with vendors and/or firm functional areas as necessary under direction of Office Administrator
• Plan office engagement activities, work on event planning with Firm’s Business Resource Groups
• Assist HR Manager with pre-hire tasks, initial on-boarding meeting, office tour, scheduling 90 day check in meetings, OnBase filing
• Assist Office Administrator and HR Manager during evaluation season,
• Process office invoices and expense reports, handle issues related to Chrome River
• Maintain and update the office inSeyt page
• Coordinate and oversee office popups, social and office engagement events
• Update office lists (birthday, anniversary, new baby announcements, “Who to Call”, notary commision)
• Maintain electronic Boston Bulletin Board, assist with office charitable events
• Assist with logistics on firm roll-out programs and training sessions
• Order baby gifts, funeral flowers, as requested
• Manage the process for attorney bio photos for the office
• Process mail for terminated employees
• Serve as a point of contact for employee questions and a liaison to other departments
• Draft, review and revise office email and written communication and documentation
• Forward pertinent and time-sensitive information to Operations or Building Services
• Provide back-up and break time coverage for Reception; meet and greet visitors to the office as needed
• Assist OA with other tasks and special projects as requested

 

You Have

• Bachelor's Degree or Equivalent Experience
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
• Demonstrates excellent and effective interpersonal and communication skills, both verbally and
• in writing
• Ability to take direction, work independently as well as effectively within a team.
• Demonstrates close attention to detail.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to handle multiple assignments and shifting priorities.
• Ability to organize and prioritize work.
• Ability to work well in a demanding and fast-paced environment.
• Demonstrates a commitment to quality of finished product.
• Ability to problem solve.
• Skill set to back up all Office Services positions.
• Creativity for event planning and scheduling.
• Administrative duties as assigned.

 

 

What We Provide

Seyfarth provides competitive salary and benefits at all levels, and our culture embraces the entrepreneurial spirit of its professionals like no other firm. Our professional staff are a collaborative team, helping to define the unique client experience offered by the firm. We understand that it takes more than attorneys to build a successful legal practice; everyone participates in our commitment to excellence. 

More About Seyfarth

With approximately 1,000 lawyers across 19 offices, Seyfarth Shaw LLP provides advisory, litigation, and transactional legal services to clients worldwide. Learn more about The Seyfarth Experience at www.seyfarth.com/careers/.

 

Seyfarth Shaw 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, military and veteran status, gender identity or expression, genetic information, change of sex or transgender status, genetic information or any other basis protected by federal, state or local law.

If you would like more information about your EEO rights as an applicant under the law, please click EEO is the LAW and the Supplement poster through the following link: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Location Specific Language

The salary range for this role is $54,000 to $63,000 annually, which is based on a 35 hour work week. This range is only applicable for jobs to be performed in Boston. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s pay within the salary range will be based on numerous factors including, but not limited to, relevant education, qualifications, experience, skills, and business or organizational needs. This job is also eligible for an annual merit increase and bonus pay. 

 

#LI-Onsite

• Bachelor's Degree or Equivalent Experience
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems.
• Demonstrates excellent and effective interpersonal and communication skills, both verbally and
• in writing
• Ability to take direction, work independently as well as effectively within a team.
• Demonstrates close attention to detail.
• Ability to handle sensitive matters and maintain confidentiality.
• Ability to handle multiple assignments and shifting priorities.
• Ability to organize and prioritize work.
• Ability to work well in a demanding and fast-paced environment.
• Demonstrates a commitment to quality of finished product.
• Ability to problem solve.
• Skill set to back up all Office Services positions.
• Creativity for event planning and scheduling.
• Administrative duties as assigned.

 

 

On any given day, you will: 

• Assist in planning and coordinating internal and external office events, working directly with vendors and/or firm functional areas as necessary under direction of Office Administrator
• Plan office engagement activities, work on event planning with Firm’s Business Resource Groups
• Assist HR Manager with pre-hire tasks, initial on-boarding meeting, office tour, scheduling 90 day check in meetings, OnBase filing
• Assist Office Administrator and HR Manager during evaluation season,
• Process office invoices and expense reports, handle issues related to Chrome River
• Maintain and update the office inSeyt page
• Coordinate and oversee office popups, social and office engagement events
• Update office lists (birthday, anniversary, new baby announcements, “Who to Call”, notary commision)
• Maintain electronic Boston Bulletin Board, assist with office charitable events
• Assist with logistics on firm roll-out programs and training sessions
• Order baby gifts, funeral flowers, as requested
• Manage the process for attorney bio photos for the office
• Process mail for terminated employees
• Serve as a point of contact for employee questions and a liaison to other departments
• Draft, review and revise office email and written communication and documentation
• Forward pertinent and time-sensitive information to Operations or Building Services
• Provide back-up and break time coverage for Reception; meet and greet visitors to the office as needed
• Assist OA with other tasks and special projects as requested