Specialist, Administrative Services - Weil, Gotshal & Manges : Job Details

Weil seeks the best and brightest talent to join our Administrative Staff team. Our employees are the future of Weil so we invest in their training and development. Our environment embraces and encourages positive-minded professionals who seek to be challenged and acquire knowledge and skills in an atmosphere built on teamwork. Highly skilled and knowledgeable Administrative Staff assist our attorneys in successfully meeting and exceeding client needs and are vital to the overall success of the Firm.

Job Description

The Specialist, Administrative Services partners closely with the Director of Administration to support the strategic and operational needs of the Boston office. This role plays a key part in the supervision of attorney support assistants, coordination of office and client events, and streamlining administrative processes. The Specialist is a problem-solver, culture ambassador, and operational leader who supports key HR functions, fosters cross-department collaboration, and drives administrative excellence.

Primary Responsibilities and/or Essential functions:

I. Operations

• Partner with the Director of Administration to assess, design and implement strategies to improve office culture, administrative efficiencies and service delivery.
• Serve as a go-to resource for Boston administrative operations; troubleshoot issues and escalate concerns as needed.
• Manage logistics and administrative aspects of onboarding and offboarding processes.
• Liaise with IT, Facilities, HR, and other departments to ensure seamless execution of office initiatives.
• Manage Workday entries and HR data with accuracy and confidentiality.
• Coordinate temporary staff and intern assignments; maintain related logs and provide feedback on performance.
• Oversee tracking of office-wide administrative projects.
• Lead or assist with special projects and office-wide initiatives, such as employee engagement, inclusion programs, or wellness campaigns.
• Draft communications and internal memos related to administrative changes, events, or operational updates.
• Provide support with data collection and reporting for internal audits, budget tracking, or strategic planning.

II. Attorney Support Assistants

• Provide ancillary supervision to the attorney support assistants.
• Monitor and balance workloads to ensure appropriate coverage.
• Approve time sheets and time-off requests.
• Coordinate with attorneys and practice group leadership to align support with department needs.
• Facilitate periodic check-ins and feedback loops to identify trends, concerns, and training opportunities.

III. Event Coordination

• Plan, execute, and evaluate all Boston office events, including summer activities, internal celebrations, community service initiatives, and select client events.
• Collaborate with Marketing/BD, Recruiting, Inclusion, and other internal stakeholders to ensure firm branding, values, and goals are reflected in events.
• Manage vendor relationships, coordinate contracts with Procurement, and ensure compliance with risk management and insurance policies.
• Track metrics (attendance, feedback, cost effectiveness) and make data-driven recommendations for future planning.
• Develop and maintain a calendar of events and key office milestones.

And any additional responsibilities as required by management.

Knowledge, Skills & Abilities:

• 4+ years professional experience, legal or professional services environment strongly preferred.
• Strong leadership skills and ability to influence without authority.
• Excellent judgment, discretion, and ability to provide information with courtesy and tact while safeguarding confidentiality.
• Strong project management and organizational skills; able to manage multiple complex workflows simultaneously.
• Advanced written and verbal communication skills to interface with all levels at the firm.
• Ability to collaborate cross functionally.
• Exceptional client service focus with strong sense of urgency.
• Proficient in Microsoft Office Suite and ability to quickly learn new technologies.
• Familiarity with HRIS (e.g., Workday), document management systems, and event planning platforms is a plus.
• Willingness to work outside normal business hours and on weekends as required.

Education/Certifications:

• Bachelor's degree required.

Physical Requirements:Work is performed in a typical office environment. Movement & lifting requirements, up to 12 pounds and up to 8 feet high, consistent with the demands of a typical office environment. Visual, hearing and language acuity required for correspondence and computer usage. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Weil, Gotshal & Manges LLP offers a competitive compensation package comprised of base pay and discretionary year-end bonus for eligible employees. Benefits include, but are not limited to medical, dental, vision, disability coverage, life insurance, flexible spending plan and a 401K plan. Weil also offers generous paid time off and holidays. All decisions affecting employment at Weil, Gotshal & Manges LLP are made on the basis of qualification, performance and other pertinent work-related factors, and without discrimination against any person on the basis of race, color, sex, age, religion, national origin, disability, marital status, sexual orientation, gender identity or expression, pregnancy, veteran's status, genetic information or any other legally protected status.

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