Administrative Assistant

Job Description

ABOUT JOB

The Administrative Assistant provides administrative, reception, and facilities support to help ensure the efficient operation of a fast-paced legal office.

The successful candidate will possess strong organizational and communication skills, keen attention to detail, and the ability to manage multiple priorities in a professional environment. This position offers exposure to administrative support, office operations, facilities coordination, and reception services

Duties and Responsibilities:

Administrative Support

• Provide general administrative support to Office Manager, Attorneys, Management, and Staff.
• Assist with scheduling, meeting coordination, conference room reservations through EMS, and office communications.
• Prepare, organize, and maintain office records, reports, and correspondence.
• Assist with coordination of office events, meetings, onboarding activities, and employee programs.
• Assist with tracking and completing administrative projects and assignments.
• Assist with processing vendor invoices.

Facilities & Office Operations

• Assist with facilities-related projects and office initiatives.
• Coordinate with property management, building engineers, vendors, and service providers as needed.
• Assist with office moves, seating assignments, and workspace preparations.
• Assist with management of office access cards and related administrative processes.
• Support emergency preparedness, life safety initiatives, and office compliance programs.
• Monitor office conditions and report maintenance or operational concerns.
• Assist with inventory management and office supply coordination.

Project Coordination

• Assist with planning, coordinating, and executing office-related projects.
• Follow up on outstanding tasks and ensure timely completion of assignments.
• Communicate effectively with internal and external stakeholders regarding project status and deadlines.
• Support management with special projects and operational initiatives.

Education and/or Experience:

Required:

• High school diploma or equivalent (e.g., GED)

Preferred:

• Prior experience in a law firm, professional services organization, or corporate business environment.

Other Skills and Abilities:

The following will also be required of the successful candidate:

• Strong organizational skills and the ability to manage multiple assignments, competing priorities, and time-sensitive deadlines in a fast-paced office environment.
• Attention to detail and a commitment to producing accurate, high-quality work.
• Professional judgment and the ability to handle routine matters with discretion and professionalism.
• Effective verbal and written communication skills, with the ability to interact professionally with attorneys, clients, business professionals, vendors, and visitors.
• Strong problem-solving skills and the ability to identify issues and seek appropriate guidance when needed.
• A service-oriented approach with the ability to maintain confidentiality and appropriately handle sensitive and proprietary information.
• The ability to work both independently and collaboratively as part of a team.
• Flexibility and adaptability in managing changing priorities and workload demands.
• A positive and professional demeanor, with the ability to build and maintain positive working relationships across all levels of the firm.
• The ability to prioritize assignments, meet deadlines, and follow through on tasks with accuracy and attention to detail

The target salary range for this role is:

$55,000 – $65,000

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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