Administrative Assistant - Administrative Services

The Administrative Assistant is a vital member of our Administrative Services team, which underpins the day-to-day operations of the Firm across our global offices. This role delivers proactive, reliable, and detail-oriented support in areas including office management, facilities, executive assistance, and general administrative services. Administrative Assistants serve as trusted operational partners, ensuring coordination and execution of tasks that support both local office needs and contribute to broader firm-wide initiatives. The role requires flexibility and autonomy, with the ability to adapt to shifting priorities and provide support across multiple teams as required.

Working closely with the Global Operations Team, Office Managers, and Executive Assistants, the Administrative Assistant plays a key role in maintaining a professional, efficient, and welcoming environment for clients, visitors, and colleagues.

Supervisor:

Reports to: Regional Operational Lead, Americas

Collaborates with: Global Operations, Administrative Services Hub, and cross-functional teams

Schedule:

This is a full-time, in-office role requiring the Administrative Assistant to work on-site five days per week.

Main Responsibilities:

Front of House & Office Services

• Act as the first point of contact for visitors and employees, ensuring a professional welcoming experience.

• Maintain continuous Reception Desk coverage, coordinating breaks with Executive Assistant and regional reception team as needed.

• Manage incoming calls in accordance with firm protocols, ensuring accurate and timely routing.

• Manage incoming and outgoing office mail and packages, ensuring accurate distribution and record-keeping.

• Coordinate meeting room setups and breakdowns, ensuring readiness for internal and client-facing engagements.

• Facilitate access and workspace arrangements for visiting staff and guests.

• Provide first-line troubleshooting for Zoom room setups; escalate to IT Helpdesk when needed.

• Maintain conference room calendars and ensure all spaces are client ready.

• Work with ROL to monitor and replenish office pantry and supply areas, managing inventory proactively, coordinating with vendors, and ensuring purchases are made in line with the office’s budget.

• Maintain copy/print areas, ensuring they are fully stocked with stationery and equipment is in good working order.

• Support planning and execution of office events, including firm-wide gatherings and community initiatives, including arrangements for facilities, catering, invitations or meeting materials.

• Conduct regular floor walks to identify and address maintenance or concierge needs.

• Liaise with building management on office security, temperatures, maintenance etc.

• Work with ROL to coordinate office service requests, monitor space utilization, and support office moves or reconfiguration as required.

Administrative Support

• Deliver timely and accurate administrative support via the firm’s real-time ticketing system (HALO), adhering to all related policies and procedures.

• Establish and maintain relationships with office vendors, monitor performance, and assist with contract management as required.

• Coordinate with external vendors for services such as document production tasks including photocopying, scanning, printing, binding, and courier arrangements.

• Process invoices and expense claims using Chrome River.

• Assist with attorney admissions, including registration and membership renewals.

• Support with local and international travel arrangements and logistics for attorneys and staff, including bookings for flights, hotels, and transfers, in line with firm policies.

• Contribute to planning and coordination of Business Development (BD) meetings, events, conferences, and client dinners.

• Maintain and update client contact information in the firm’s CRM system (OnePlace).

• Provide calendaring and scheduling support to client matter teams as needed.

• Ensure local office intranet pages are current and accurate.

• Serve as backup administrative support for the Executive Assistant, as needed.

• Perform additional administrative duties as required to support the business.

About the Candidate:

• Minimum 2 years of administrative experience in a professional services, corporate or legal environment.

• Must have or agree to obtain a Notary Public license for the requisite jurisdiction.

• Reliable and consistent attendance is essential.

• Collaborative and team-oriented, with a commitment to supporting both local and global colleagues.

•  Proficiency in Microsoft Office suite (Word, Excel, PowerPoint)

• Self-motivated and detail-focused, with the ability to work independently and understand the broader impact of their work.

• Strong organizational skills with the ability to manage multiple tasks and priorities.

• Comfortable working under pressure and meeting tight deadlines.

• Capable of resolving issues using sound judgment aligned with firm policies and regulations.

• Adaptable and able to collaborate across departments in a dynamic, fast-paced environment.

• Responsive to shifting demands and opportunities with a positive, flexible attitude.

• Professional and effective communicator with colleagues, vendors, and clients.

Company Description

Kobre & Kim is a conflict-free global law firm focused exclusively on disputes and investigations, often involving fraud and misconduct.  Recognized as the premier firm for cross-border disputes, the firm has a particular focus on financial products and services litigation, insolvency disputes, intellectual property litigation, international judgment enforcement and asset recovery, and U.S. government enforcement and regulatory investigations.  With more than 400 employees throughout the firm’s 15 global office locations, Kobre & Kim recognizes the value of incorporating diverse perspectives and professional disciplines to generate the most effective solutions for clients.

Further information about the firm is available at www.kobrekim.com.

Kobre & Kim employees take pride in providing our clients around the world with service that is timely, accurate, unbiased, and trusted. We have a profound respect for the professions and clients we serve and define our success in terms of their success. Our work environment is dynamic, innovative, and entrepreneurial. We have a result-oriented culture that demands excellence, agility, and the desire to move quickly and precisely to seize opportunities. Our environment is both challenging and supportive - we give employees the opportunity to develop their skills and do their best work.

Kobre & Kim values diversity of culture and thought and seeks talented, qualified employees in all its operations around the world regardless of race, gender, national origin, religion, sexual orientation, disability, age, or any other protected classification under country or local law.

Kobre & Kim is proud to be an Equal Employment Opportunity employer.