Administrative Specialist/Receptionist

DLA Piper is a bold, exceptional, collaborative, and supportive firm where our people are the backbone, heart, and soul. This is a place to engage in meaningful work and grow your career at any stage of your professional journey.

About the role

The Administrative Specialist provides operations support to the Palo Alto office, including standard Receptionist duties, facilities assistance, event planning, and project coordination in collaboration with the firm’s strategic initiatives.

Responsibilities

• Answer the main office phone line and greet guests.
• Schedule conference rooms, hospitality services, videoconferencing equipment, and confirm arrangements.
• Place catering orders for meetings and events.
• Issue loaner and permanent office badges; activate and deactivate as necessary.
• Place orders for staff relations requests, including flowers, food, and gifts.
• Assist with branded communications to the office and maintain the Daily Notice.
• Liaise with property management for maintenance requests, loading dock/delivery issues, and janitorial services.
• Coordinate parking arrangements.
• Obtain Operations/Facilities estimates and coordinate schedules with vendors as necessary.
• Process department invoices, review for accuracy, and submit for approval.
• Interact with Accounts Payable to ensure checks are processed as necessary.
• Complete expense reports as required for Operations services.
• Open and distribute incoming mail; prepare outgoing mail, including UPS shipments, priority mail, and certified mail.
• Make copies, assemble reports, and/or send materials electronically as requested.
• Serve as Sustainability Lead for one or more offices.
• Assist with coordination of office and/or department events, including blood drives, special events, and parties.
• Perform other duties as assigned.

Requirements

• High School Diploma or GED required.
• 1 year of experience providing administrative support preferred.
• Additional computer or administrative training preferred.
• Strong communication and interpersonal skills to interact regularly with staff and attorneys.
• Good organizational skills to maintain files, coordinate schedules, and track data.
• Ability to work effectively in a fast-paced environment.

Essential Job Expectations

• Demonstrate excellence in serving clients and developing people, upholding firm values.
• Communicate effectively, both verbally and in writing, with clients, lawyers, business professionals, and external audiences.
• Produce high-quality work and respond to correspondence efficiently and professionally.
• Meet deadlines, manage competing priorities, and commit to high standards.
• Comply with firm policies and procedures.
• Maintain confidences as required in a law firm environment.

Physical Demands

Primarily sedentary work requiring occasional exertion of up to 10 pounds of force to lift, carry, push, pull, or move objects. Involves sitting for extended periods, with occasional walking and standing, and occasional domestic or international travel.

Work Environment

This position may offer a hybrid work arrangement combining remote and in-office work, determined at the time of hiring and subject to the firm’s discretion.

Pay

The expected hiring range for this position is $37.19 - $48.34 per hour, depending on the candidate’s geographic market location. Non-exempt positions are paid on an hourly basis with overtime in accordance with applicable laws. Compensation will also depend on the candidate’s experience, skills, educational and professional background, and overall qualifications.

Benefits

Comprehensive benefits package including medical, dental, and vision insurance, and a 401(k) plan.