About Us

Finnegan is more than just a law firm – we are a powerhouse of innovation and strategy growth.  We pride ourselves on providing top-tier intellectual property services globally.  Our success is rooted in our emphasis on relationships with our clients and each other.  We care about every individual, and it is why many professionals have spent their entire careers at Finnegan.

Role Overview

The Administrative Coordinator creates a positive first impression as a representative of the firm. This position greets and screens visitors, answers, and directs calls to the appropriate personnel, and schedules and coordinates conference rooms and meeting room logistics, such as catering, AV/VC, and facilities. This position also provides facilities support for the Palo Alto
office including copy, fax, mail, supply, and facilities maintenance services.

Responsibilities

Reception Duties

• Utilize knowledge of multi-line phone system to answer main office phones in a courteous, professional, and timely manner within firm protocols
• Greet and screen clients and visitors, referring to appropriate person, coordinating necessary services or office space as necessary
• Maintain visitor logs and fobs for guests, visitors, and temporaries, as needed; assists to ensure security procedures are followed and other logs/records are kept.
• Maintain parking validation records and appropriately validate parking, if needed
• Take initiative to notify security or other personnel as to unusual or suspicious individuals or activities
• Coordinates with other staff to ensure that the reception area has coverage during core business hours, if needed

Meeting and Conference Room Scheduling

• Accurately schedule conference rooms and meetings (including catering requests), prioritizing conflicting or last-minute requests using the firm’s electronic conference room scheduling system or other meeting platforms (including MS Teams or Zoom)
• Make travel arrangements, working with in-house travel agency, hotels, conference centers, etc., as needed

Facilities Support

• Follows office procedures to clear vacated offices of supplies and debris and assists in preparation of office for next occupant
• Provides ongoing assistance to the Office Services staff for mail delivery, copy services, and proper disposal of confidential material
• Completes copy requests in-house and through outside vendors, meeting deadlines as required
• Accurately accounts for pouch contents-incoming and outgoing
• Distributes mail
• Monitors fax machines to accurately send, route, or distribute incoming faxes
• Provides coverage for Records Specialist as needed
• Provide special project assistance to firm personnel as needed
• Participate and complete assigned core, technological and firm sponsored trainings as required or needed to maintain or advance skills
• Assume progressive responsibilities within assigned work and embraces new processes and incorporates new technology to meet demands as they evolve
• May handle confidential and non-routine information and explain policies when necessary

• Other duties and special projects assigned

Qualifications

• High school degree or equivalent required; Bachelor’s Degree or some college preferred.
• Experience with multi-line phone systems preferred
• High-touch customer service skills, a polished, professional demeanor, and demonstrated prior experience in a professional services environment
• Proficiency in Microsoft Office, Adobe Acrobat, Internet, and Intranet.
• Strong data entry and word processing skills
• Excellent attention to detail and accuracy.
• Project management skills required, and excellent organizational skills.
• Ability to work well under pressure, meet frequent deadlines, and prioritize multiple tasks
• Excellent oral and written communication (including spelling and grammar) and interpersonal skills are required
• Ability to manage a diverse workload in a fast-paced, demanding environment
• Ability to work independently and as part of a team
• Flexible attitude and the ability to deal well with changing assignments and priorities; willingness to learn and acquire advanced skills and provide support to varied office members

Join Finnegan as an Administrative Coordinator where your organizations skills, attention to detail, and ability to multitask will drive success of one of the world’s leading IP law firms.

The role is based in our Palo Alto, CA office and requires an onsite work schedule five days per week. The base annual pay range for this role is between $30.77 to $33.34 per hour; roughly $60,000 to $65,000 equivalent. The base pay to be offered will vary and depend on skills and qualifications, experience, location and will also take into account internal equity. A full range of medical, financial and/or other benefits dependent on the position will also be offered.

Equal Employment Opportunity Statement: 

Finnegan is an Equal Opportunity Employer. The firm is committed to providing equal employment opportunities to all applicants for employment, as defined by applicable state and federal laws, without regard to race, color, religion, sex, national origin, ancestry, age, sexual orientation, gender identity or expression, physical or mental disability, medical condition, military or veteran status, genetic information, marital status, pregnancy, childbirth, or related medical conditions, or any other protected status in accordance with all applicable federal, state and local laws. For candidates needing reasonable accommodations or assistance with the application process, please contact Human Resources at 202.216.5400.

Our privacy policy for applicants can be found here.

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Equal Opportunity Employer