DUTIES AND RESPONSIBILITIES

  • Answers incoming phone calls, transfers as appropriate and greets visitors in a professional and helpful manner.
  • Provides administrative support to the Director of Operations, as needed.
  • Provides back up administrative and secretarial support to attorneys and legal secretaries.
  • Acts as a liaison with the building on maintenance issues, repairs, and HVAC issues.
  • Serves as point of contact for building management and vendors.
  • Manages conference room and visitor office reservations.
  • Responsible for conference room set ups, catering needs, set up of audio-visual equipment for meetings.
  • Responsible for ordering office and kitchen supplies for copy room, printer stations, and kitchen. Ensure locations are properly stocked each day.
  • Performs light hospitality in kitchens and conference rooms, when necessary.
  • Performs various administrative projects as requested, including, but not limited to:  stuffing envelopes, filing, scanning, faxing and printing requests.
  • Assists attorneys and/or legal secretaries, on an as needed basis, with clerical and legal administrative duties.
  • Creates, edits, formats and proofreads letters, memos, and legal documents using Microsoft Word, PowerPoint and Excel.
  • Creates new files in LawTime.
  • Works in conjunction with records staff to manage files transferring from other locations and off site storage.
  • Enters time entries into timekeeping program; request conflict checks, open new client matters and submit approvals, as needed.
  • Assists with the coordination of marketing and internal office events.
  • Maintains, issues, and tracks temporary access badges and office keys.
  • Maintains the front desk and lobby areas in a neat and organized manner.
  • Other duties as assigned

 

EDUCATION

  • High school diploma or GED, required
  • Associate Degree or Bachelor’s degree preferred

KNOWLEDGE, SKILLS AND ABILITIES

  • Three (3) years of related facilities experience preferred, strong preference for administrative/legal secretary and receptionist experience particularly in a law firm/legal environment.
  • 1+ year of legal secretary experience, desired.
  • Highly proficient in Microsoft Word, Excel, and Outlook.
  • Knowledge of Document Management System such as IManage or NetDocs and Records Management System.
  • A high degree of initiative required to make administrative and procedural decisions and judgments on firm policies and procedures and make recommendations.
  • Professional, reliable, flexible and have a positive, can-do attitude.
  • Excellent attention to detail with strong customer service skills and ability to work independently and prioritize.
  • Ability to communicate well in both written and verbal communication forms.
  • Ability to multi-task and meet required deadlines in a fast-paced environment.
  • Proactive attitude and volunteers willingly to take on additional responsibilities and assist with other team members’ projects.
  • Ability to work 8:30 – 5:30, with occasional overtime.
  • Must frequently life and/or move 5 or more pounds and occasionally life and/or move up to 30 lbs.