Office Assistant

Position Summary

On a day-to-day basis, works under the direction of the Office Administrator, attorneys, paralegals, and practice assistants from whom the Office Assistant receives assignments. This position supports the delivery of quality legal services to clients by providing clerical assistance to an office, and by working collaboratively and cooperatively in a team-oriented environment. This is an in‑office role.

These are the essential functions of the position. Successful job applicants will be able to perform these functions with or without requested reasonable accommodations.

• Open front doors and prepare reception area for business each morning.
• Answer multi‑line phone system. Screen phone calls and take messages as required or direct callers to their destination.
• Communicate effectively and professionally with clients and others in the Firm.
• Receive and direct clients and visitors.
• Keep general state of reception area and conference rooms clean.
• Have general knowledge of employee absences to determine appropriate routing of phone calls, mail, and deliveries.
• Maintain parking validation log.
• Maintain conference rooms and visitor office reservations using Maptician.
• Order meals for meetings.
• Conference room set‑up and clean‑up.

• May assist Office Administrator with building/office access keycards and parking access for new and departing employees.
• Assist with internal office moves and set up of workstations for new employees.
• Back up for Office Services Coordinator – general kitchen maintenance to include loading and unloading dishwasher and keeping area tidy; conference room meeting setups; stocking break room supplies; cleaning coffee machines and refrigerators; receiving, tracking, and scanning incoming mail and packages; delivering to recipients; preparing outgoing mail and packages; preparing copy, scan, and document production requests; arranging for package pickups and couriers.
• May assist with audio visual equipment.

• May work collaboratively with Office Administrator to ensure library subscriptions are current and new additions are approved.
• Receive incoming subscription updates and file accordingly.

• Order and stock office and kitchen supplies.
• Enter vendor invoices and expense reimbursement requests into Chrome River.
• May assist with processing local office check requests.
• Assist Office Administrator with marketing sponsor ships – tracking due dates, collateral materials, and benefits for attorneys; tracking spending to align with marketing budget.
• Assist with planning and executing local office marketing events.
• Assist with set‑up, clean‑up and other responsibilities related to local marketing and office events (may require working outside normal business hours and limited travel).
• Coordinate internal attorney training meetings – ordering meals, reserving conference space, submitting CLE credits.

• 1+ year previous experience in a clerical or Office Assistant role.
• Strong interpersonal and customer service skills.
• Strong communication skills, written and verbal.
• Pleasant and clearly understandable phone voice.
• Ability to read, respond timely and accurately to and organize a high volume of emails.
• Ability to work on multiple tasks.
• Good organizational skills including filing.
• Ability to keep work area organized and tidy.
• Ability to sit at a desk for one or more hours at a time.
• Ability to lift and carry up to 50 pounds.
• Good typing speed with few errors.
• Strong proofreading skills.
• Time management skills and ability to work independently as well as with a team.
• Consistent and punctual attendance.

Proficient in Microsoft applications including Outlook, Word, Excel, PowerPoint, and Teams. Ability to operate personal computer and other equipment in the office, including multi‑line phone system, presentation equipment, copier and scanner.

A high school diploma is required.

The physical demands described here are representative of the requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable…