We are seeking a highly motivated Administrative Specialist in the Houston office. Under the supervision of the Office Administrator, the Administrative Specialist provides clerical and administrative support to the Office Administrator and assists other Managers. Maintains positive contact with attorneys, support staff and Houston Office; observes confidentiality of personnel and Firm matters. This is a full-time, non-exempt position with excellent benefits resident in the Houston office.
Essential Duties and Responsibilities:
Provides administrative support to Office Administrator.
Reconciles invoices for various vendors and prepares check requests.
Processes monthly American Express bills and charitable donations.
Maintains Excel Spreadsheets for projects and various other data.
Maintains parking records for various Firm contracted parking garages, including parking voucher logs. This may require the ability to work at a computer for considerable periods of time.
Assists Office Administrator in coordinating employee reviews.
Assists with planning, set up and break down of various office wide special events. This requires the ability to peruse the event space without the assistance of others. This may also require the ability to lift, squat, kneel and bend as well as use a step ladder, as set up of some events may entail hanging décor in obscure or high places.
Responsible for various Firm related projects, including creating event décor and signage. This requires the ability to think creatively.
Corresponds with vendors. This requires the ability to effectively communicate in person and via telephone.
Submits vendor and employee conflicts checks.
Books conference rooms for various Firm meetings.
Responsible for inputting and deleting of data in the Firm’s centralized security system. Backing up the SME, security matter expert, with all security related matters i.e., but not limited to, working with other BB offices to address security related issues. Also includes training of local security support.
Assists Office Services Manager with various projects and facilities related issues. Including submitting requests as needed to building management for general office related issues.
Responsible for booking travel arrangements for the Office Administrator, including flights and hotel accommodations.
Conducts Internet research as assigned.
Assists with coordinating fire warden program/emergency preparedness program and responsible for maintenance of equipment.
Assists with coordinating office events and off-site events.
Actively involved in office wide activities committee. Including planning phase, meeting agendas, and execution of event and clean up.
Assists with other projects and duties as assigned by Office Administrator and Houston Managers.
Other duties and responsibilities
Prepares PowerPoint presentations as needed.
Prepares Excel documents as needed.
Helps with the planning of the firm’s annual summer and holiday events.
Other duties and projects as assigned by Office Administrator or Partner in Charge.
Knowledge and Skills:
Four-year college degree in General Business or a related field is strongly preferred.
A minimum of two (2) to three (3) years of experience in a professional business environment and responsible for a variety of administrative support duties that required excellent communication and organizational skills, attention to detail, and advanced computer skills. Law firm or other professional service firm experience is desirable; a combination of relevant education and experience will be considered.
Ability to gather data, compile information, and prepare reports as well as verify data input and correct errors.
Ability to communicate effectively, both orally and in writing.
Ability to interact and communicate with people over the telephone, often in stressful situations.
Ability to perform detailed work accurately, thoroughly and consistently.
Ability to prioritize, multi-task and work in a fast paced environment, work under pressure and interact with all levels of staff and management effectively.
Ability to use independent judgment and to manage and impart confidential information.
Must have strong organizational, decision-making, analytical and problem solving skills.
Must be able to work independently with little supervision.
Must have strong customer service skills.
Must exhibit strong interpersonal skills and patience and be able to maintain effective relationships with co-workers and employees.
Must be able to work as a team lead to effectively and successfully complete approved projects.
Must be reliable and a self-starter.
Must have working knowledge of Microsoft Office Suite, including MSWord, Outlook, Excel, and PowerPoint. Adobe Acrobat, is a plus.
Flexibility to adapt quickly to changing priorities is required.
Professional appearance is required.
Extent of Contact (Within and outside the Firm)
Extensive daily contact with lawyers, staff and colleagues.
Frequent contact with outside vendors.
Potential contact with candidates for permanent or summer employment.
Physical Demands
Must be able to routinely lift and carry file folders weighing up to 5-10 pounds.
Must be able to work at a computer for considerable periods of time.
Position requires extensive telephone use.
Must be able to lift, squat, kneel and bend.
Position requires the ability to visit face-to-face and on the phone with lawyers, staff, clients and event planners.
This position requiresa solid attendance record.
Working Condition and Environment
Work is normally performed in a typical office work environment.
Position is full-time and requires a five-day workweek and standard hours as outlined in the firm policy manual. Work frequently requires more than the regularly scheduled hours per week to perform the essential duties of the position especially during the spring and fall months.
Must be available to work overtime, including weekend hours, when necessary to meet established deadlines or stay current with occasional peaks in workload. Must be willing to change regular work schedule to meet the needs of the Firm.
Must be able to perform essential duties of the position with time constraints and frequent interruptions.
Ability to work well in high pressure environments.
Must be able to make site visits for event planning purposes.
This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely.
Baker Botts is committed to cultivating a culture where our attorneys and staff thrive professionally and personally. We are proud to offer a comprehensive benefits program designed to support and enhance the overall wellbeing of our employees and their families.
Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state, or local law.
