Administrative Assistant (Entry Level)

Job Description

ABOUT JOB

Our client  seeks an Administrative Assistant to support the office of our Managing Partner and provide firm-wide overflow administrative support, when necessary. This is a non-exempt position with a 37.50 hour work week and the need for occasional overtime. Once trained, the Administrative Assistant will be afforded the opportunity to work remotely up to two days each week if the Managing Partner is on travel, as approved by the Human Resources Manager. We provide competitive compensation and benefits and foster an enjoyable, good-natured, supportive work environment. If you are a self-starter with a keen intellect, an entrepreneurial spirit, and a good sense of humor, there is no better place to work.

Responsibilities:

This position will provide efficient and effective administrative support to the office of our Managing Partner and other attorneys as assigned. The following is not a comprehensive list of responsibilities. Responsibilities may be added or changed at any time with or without notice, as deemed necessary by the Firm.

• Prepare and circulate firm wide daily news alerts each morning;
• Maintain and update filing system;
• Enter attorney time and ensure Firm time deadlines are met;
• Coordinate client prebills and invoices with accounting department to ensure all bills are sent by Firm deadline;
• Monitor e-mail accounts to ensure important correspondence is not missed and address messages as appropriate;
• Coordinate birthday gifts, flowers, and holiday cards for clients and friends of the firm;
• Update and maintain contacts in Outlook and Salesforce;
• Maintain hard copy of Managing Partner’s daily calendar and trade press materials;
• Assist Managing Partner and Executive Assistant with marketing projects;
• Print and assemble documents and binders for various meetings;
• Prepare, submit, and track check requests and expense reports for attorney expenses;
• Relieve receptionist daily for three ten-minute breaks, and cover lunch break as requested;
• Assist with other tasks as assigned by Executive Assistant and Managing Partner; and
• Provide all attorneys with overflow support for administrative tasks, as requested.

Qualifications:

The following traits and qualities will help to ensure success in this position:

• Ability to maintain strict confidentiality.
• Excellent communication skills – articulate and practices excellent listening, verbal, written, and oral communication skills. Must be able to articulate ideas and findings, both verbally and in writing, to a wide variety of audiences.
• Strong work ethic; work equally well independently, as well as in groups, under high-pressure situations and with little or no supervision.
• Strong attention to detail and organizational skills.
• Success in this position requires the ability to balance day-to-day work challenges, accommodate multiple demands, shifting priorities, and rapid change.
• Job ownership – a strong desire to see things through and take pride in the results produced.

Requirements:

• Bachelor’s degree from an accredited college or university or at least two (2) years’ experience in a law firm or professional services environment required.
• Law firm experience preferred.
• Experience (and proficiency) in Microsoft Office Suite required. Experience with document management systems (i.e., NetDocs or similar platform), Salesforce, and legal timekeeping and expense platforms (i.e., LMS) strongly preferred.

Compensation and Benefits:

Compensation is based on years of experience; the range for this position is $60,000-$70,000 annually

Are you interested in this position?

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

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