Bachelor's degree preferred; equivalent experience may be considered
Minimum three (3) years of executive/senior-level administrative experience in a professional services context
Project coordination or management experience is ideal
Proficient in Microsoft Word, PowerPoint, and Outlook; solid understanding of MS Excel is expected
Experience with database and budget tracking is a plus
Ability to manage multiple tasks with effective time management and organizational skills
Strong communication skills, both written and oral, with acute attention to detail
Responsibilities
Act as the key contact for Corporate Services to support Principals' administrative obligations
Coordinate domestic and international travel arrangements for Principals and team members
Research and identify potential business development targets and assist in scheduling outreach
Maintain updated resumes and bios for the Principals
Prepare and manage expense reports along with calendar tasks for Principals
Coordinate agendas and documentation for practice area meetings, ensuring follow-up on action items
Handle project initiation forms and assist with invoicing and budget tracking as directed
Benefits
Comprehensive benefits package offered
Opportunities for performance-based bonuses
Supportive and collaborative work environment
Training and development resources available to enhance skills
Flexible scheduling may be available depending on the workload
Full Job Description
Senior Administrator to join our San Francisco, CA office. This full-time position is primarily responsible for project coordination and administrative support of Principals in a fast-paced, client-focused environment. As a Senior Administrator, you are accountable for assisting the Principals you are assigned in their respective management group by facilitating their various day-to-day administrative responsibilities as well as providing a wide range of support to their projects, their teams, and practice area. This position takes day-to-day direction from the Principals and reports to the Manager of Administration & Facilities. The Senior Administrator is a member of the Business Support Services (BSS) team, and provides general administrative support, as well as back-up support as needed.
Some of the day-to-day responsibilities of this role include:
Support Principals' Firm duties by acting as key point of contact for Corporate Services (CS) groups to ensure Principals' corporate administrative obligations are met and best practices are followed, always keeping Principals informed of issues and changes
Coordinate extensive domestic and international travel for Principals (and occasionally other team members) to client meetings and/or marketing opportunities
In conjunction with Marketing, research and identify external targets for monthly business development purposes including outreach and meeting scheduling; coordinate external speaking opportunities including tracking dates, providing materials to organizers, assisting with presentations, etc.
Ensure Principals' resumes and bios are regularly updated
Prepare and submit expense reports and assist Principals with expense approvals
Assist Principals with their calendars including day-to-day schedules/tasks and suggest ways to maximize Principals' time
Coordinate, prepare agendas, create PowerPoint slides, and attend all practice area meetings; provide catering and meeting set-up as needed; document and distribute action items from practice area meetings to attendees and any necessary follow-up
Initiate and/or coordinate Project Start Forms, conflict checks, engagement letters and proposals with Principals
Assist with monthly invoicing and project budgets with Project Managers and/or Associates assigned to cases as needed
Understand client contracts to determine monthly billing requirements, including write-offs and holds with minimal Principal oversight in some cases
Provide monthly and/or weekly budget updates as needed/directed
Work cross functionally with other offices and departments such as Accounting, Legal, and Marketing to ensure all project or corporate obligations are met both individually and for principals
Assist with event planning as directed
Provide Reception coverage and back-up support to other BSS team members in their absence and/or when their workload necessitates support.
Provide back-up support and assistance to Facilities Services Assistants as needed
THE CANDIDATE
Bachelor's degree preferred; will consider experience in lieu of degree
Requires a minimum of three (3) years executive/senior-level administrative experience, preferably in a professional services field and team environments
Project coordination or management experience desired
Advanced knowledge of Microsoft Word, PowerPoint, and Outlook required, solid understanding of MS Excel expected
Database and budget tracking experience expected
Experience working with a contacts database is a plus
Effective time management and organization across all projects and Principals' Firm responsibilities
Ability to thrive in fast-paced office environment handling multiple tasks and demands concurrently
Must be able to work independently, exercising sound judgment and escalating matters when appropriate
Strong professional communication skills, both written and oral
Acute attention to detail skills and the ability to produce visually appealing error-free work required
Perform duties of a confidential nature
Evening/weekend work may be expected/required
Occasional travel
Brattle offers a competitive benefits package, base salary, and bonus program for eligible roles based on individual and firm performance. The anticipated base gross salary range for this position in San Francisco, CA is $91,000 - $99,000 annually. Actual salary will depend on a variety of factors, including experience and training.
This position is not eligible for immigration sponsorship.
