Administrative Assistant

Perform specific responsibilities as assigned and provide a variety of assistance to firm administrative departments, attorneys, paralegals, secretaries and other colleagues as needed and requested.

The duties and responsibilities for this role may vary based on the assigned office location.

• Opening or closing the office each day, following office-specific procedures.
• Answer, screen and transfer all incoming calls. Take messages if requested and transmit via email, voicemail or in person.
• Greet and announce visitors; escort to correct meeting room or other office location; validate parking where applicable.
• Contact building management for all space related and parking issues.
• Ensure reception, breakrooms and meeting rooms are clean, organized and presentable for visitors.
• Ensure building and suite access safety and security process and procedures are followed by visitors and firm employees and partners.

• Assist as needed with projects, overflow work, administrative work and other duties as required to support and aid in the workloads of attorneys, paralegals, secretaries and other colleagues throughout the firm. This may include processing of expense reports, client invoices, office-related invoices, managing Outlook calendars/availability of leaders/attorneys, arranging travel, working with Excel spreadsheets, creating and editing documents in Microsoft Word and utilizing other Microsoft programs, such as PowerPoint.
• Manage all conference rooms to include scheduling, overseeing set up, cleaning, ordering meals and assisting with video conference set-up.
• Receive, process, sort and distribute all incoming USPS mail, UPS, Fed Ex, Express and hand deliveries. Oversee outgoing mail and overnight packages. Follow office-specific procedures for logging incoming and outgoing mail from all sources.
• Maintain and manage kitchen area(s), following office-specific procedures.
• Ensure copy machines and other office equipment are maintained and in working order.
• Inventory, order and stock office and kitchen supplies.
• Maintain on-site and off-site file management, to include ensuring file room is clean and organized; creating and printing file labels; prepare requested file media; close files and prepare files for offsite storage.
• Manage internal and external deliveries, either personally or through courier services.
• May assist with office/firm-related financial tasks, including but not limited to AP, AR, Billing, Collections, etc.
• Perform additional duties and tasks assigned, demonstrating flexibility and a commitment to supporting the firm’s overall objectives.
• Communication – Understands the importance of and demonstrates verbal, written, and nonverbal communications.
• Customer/Client Experience – Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm.
• Job Knowledge & Technical Skill – Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work.
• Team Player – Works within team and cross-functionally to meet required results.

• High school education and two (2) years of office/clerical experience.
• Proficient using Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat.
• Knowledge of basic office equipment (i.e., copier, scanner, telephones, etc.).
• Aptitude to learn new computer programs.
• Excellent communication and interpersonal skills to deal with a wide variety of people inside and outside the firm.
• Excellent organizational skills.
• Ability to work effectively under pressure to meet tight deadlines.
• Ability to work effectively independently and as part of a team.
• Excellent judgment, problem solving, professionalism and decision-making skills to handle a variety of responsibilities under general supervision.

While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10)…