Office Services Assistant

About Us 

Skadden, Arps, Slate, Meagher & Flom LLP (Skadden) has forged a reputation as one of the most prestigious law firms in the world. By relying on innovation, intellect, teamwork and tenacity, our lawyers deliver the highest quality advice and novel solutions to our clients' legal issues. We are recognized as a global powerhouse for complex transactions, litigation/controversy issues, and regulatory matters, as well as for the open, collaborative relationships we build with clients. Our attorneys, who reflect diverse backgrounds and perspectives, collaborate seamlessly across 50-plus practices and 21 offices in the world’s major financial centers. 

The Opportunity

As part of the team in the Office Services Department, this position acts as back-up and support to Reception, Conference Services, Facilities, and the Reprographics. This position will primarily provide assistance with reception coverage, conference/meeting set ups, catering ordering, the stocking and cleaning of kitchens, supply rooms, conference rooms, and facilities related tasks. This position will also assist with, scanning/printing/binding requests, and mail distribution as needed.

Maintain kitchens

• Stock supplies.
• Maintain appliance cleanliness.
• Make coffee.
• Keep counters clean.

Conference rooms

• Set up conference rooms per daily conference services activity report.
• Maintain and clean conference rooms so they are always presentable for the next meeting.
• Stock and organize the supply drawers in each conference room.
• Wipe all surfaces in the conference rooms to maintain a clean appearance.
• Ensure all relevant conference room information is entered into the EMS calendaring system.

Reception

• Provide coverage to reception area as needed through the utilization of the reception telephone software platform.
• Assist with conference/meeting reservations through the scheduling software platform.

Facilities

• Assist with facilities and building maintenance requests through submissions to the building facilities software platform.
• Assist Office Services Specialists with facilities related tasks, such as office moves, vendor oversight, and assistance with the Firm facilities software Facilities Management Interact.

Copy/supply rooms

• Keep copy rooms stocked with supplies.
• Fill copiers and printers with appropriate paper for the trays.
• Keep the counter space clean and organized.
• Assist with scanning, printing, binder requests as needed with an awareness to time constraints, communication of progress and accuracy.
• Operates PSSHIP handheld and PSSHIP software for tracking and  processing shipments and uses the  mail machine for outgoing mail processing.
• Assists with coordination of messenger requests for various pick up and drop off deliveries for the office. This may include court drops, specialized requests, and after-hour requests.
• Accepts and completes reprographic assignments from Office Services Coordinators and adheres to current quality control best practices.

Other duties

• Support distribution activities by accepting incoming packages from FedEx, UPS, USPS, and other shipping vendors and checking Firm mail in with the PSShip handheld, performing internal mail rounds at designated times for internal and external distribution.
• Assist with creating labels via PSSHIP and creating the pouch for shipping to other offices in the Firm.
• Assist with arranging couriers as needed.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Manages Firm resources responsibly.
• Regular and reliable physical presence to work as part of a team.
• Complies with and understands Firm operation, policies and procedures.
• Performs other relevant duties as assigned.

• Ability to work directly with the staff in Conference Services, Facilities and Reprographics
• Must have good customer service skills. Possess a friendly and professional demeanor
• Ability to lift 50 pounds, bend, climb ladders and push utility carts
• Ability to sit, walk and stand for long periods of time
• Knowledge of relevant firm computer software programs (e.g., Outlook, Excel, PowerPoint), with the ability to learn new software and operating systems
• Demonstrates effective interpersonal and communication skills, both verbally and in writing
• Demonstrates close attention to detail
• Ability to handle multiple projects and shifting priorities
• Ability to handle sensitive matters and maintain confidentiality
• Ability to organize and prioritize work
• Ability to work well in a demanding and fast-paced environment
• Ability to work well independently as well as effectively within a team
• Ability to work full time on-site
• Flexibility to adjust hours and work the hours necessary to meet operating and business need, including after-hours and weekend shifts

• High school diploma or equivalent
• Work experience in a similar role or environment preferred 

The starting base salary for this Palo Alto position is expected to be between $50,000 to $60,000 annually. Actual salary will be determined based on skills, experience (to the extent relevant) and other-job related factors, consistent with applicable law.

Culture & Life at Skadden

What makes Skadden special is our people and the culture, community, and spirit of collaboration we have created. We believe in teamwork and inspiring each other to be our best in an atmosphere that promotes professionalism and excellence in all that we do. We know that inclusion, equity, and drawing on the strength of a wide spectrum of diverse talent only make us better and is vital to the Firm's success. Our goal is for everyone at the Firm to enjoy a challenging career with opportunities for development and growth and to support the well-being of our attorneys and professional staff.

Benefits

The overall well-being of our team is important to us. We offer generous benefits to help you achieve wellness in all areas of your life. 

• Competitive salaries and year-end discretionary bonuses.
• Comprehensive health care (medical, dental, vision), savings plan/401(k), and voluntary benefits.
• Generous paid time off.
• Paid leave options, including parental.
• In-classroom, remote, and on-demand learning and professional development opportunities.
• Robust well-being classes and programs.
• Opportunities to give back and make an impact in local communities.