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Form of workDescription
Seeking a professional candidate to provide administrative support to a growing minority and women-owned law firm. This position involves the coordination of meetings and conferences, working on special projects, answering and fielding all phone calls, filing, billing, and office administration. This position will also be responsible for handling and assembling confidential and sensitive information for clients. Independent and proactive judgment is required to plan, prioritize, and organize a diversified workload. In addition, candidates should have a strong sense of ownership of their work and be invested in completing all tasks.
This is a full-time position. Days and hours of work are typically Monday through Friday, 8:30/9:00 a.m. to 5:00/5:30 p.m.
Responsibilities
• Calendar Management: Daily responsibilities include extensive managing of attorney calendars, scheduling simple to more complex meetings, (i.e., monitoring client/prospect meeting requests, etc.).
• Meeting and Conference Call Coordination: Responsibilities include comprehensive coordination of meetings and conference calls. Prepare any meeting materials, prepare the conference room in advance, order food in advance if needed, greet the guests/clients, organize the conference room after the meeting. Assist in preparing presentations, meeting documentation and other items for internal and external meetings.
• Office Coordination: Responsibilities include coordination with various vendors and suppliers, mail and delivery slips for the firm and clients, word-processing and preparation of correspondence and transmittal letters for the firm, scanning and faxing, filing and general office related work.
• Organizational skills: Manage attorneys' incoming and outgoing documents, filing, mail and other business matters.
• Coordination of speaking engagements and conferences for attorneys. Assist in the preparation of materials and brochures, registration and travel arrangements.
• Ensuring attorneys are arriving to their meetings promptly. Anticipating travel times to and from various meetings. Regular reminders to attorneys about meetings and deadlines.
• Travel plans when necessary; should be able to go online via the web and book travel.
Qualifications
• Requires high school education or equivalent.
• Requires 2+ years related experience working as a receptionist or Administrative Assistant to a law firm.
• Must be very detail oriented and highly organized and have a keen sense of urgency.
• Must be able to discreetly handle sensitive and confidential material.
• Requires exceptional written/verbal communication and organizational skills and proficiency in reading and writing in the English language.
• Requires excellent record keeping and file maintenance.
• Requires the ability to perform long-range tasks while handling short-term interruptions.
• Requires high proficiency in Microsoft Office programs and internet search engine.
• Must be very computer savvy and willing to learn new programs for the responsibilities listed above.
Seeking a professional candidate to provide administrative support to a growing minority and women-owned law firm. This position involves the coordination of meetings and conferences, working on special projects, answering and fielding all phone calls, filing, billing, and office administration. This position will also be responsible for handling and assembling confidential and sensitive information for clients. Independent and proactive judgment is required to plan, prioritize, and organize a diversified workload. In addition, candidates should have a strong sense of ownership of their work and be invested in completing all tasks.
This is a full-time position. Days and hours of work are typically Monday through Friday, 8:30/9:00 a.m. to 5:00/5:30 p.m.
Responsibilities
• Calendar Management: Daily responsibilities include extensive managing of attorney calendars, scheduling simple to more complex meetings, (i.e., monitoring client/prospect meeting requests, etc.).
• Meeting and Conference Call Coordination: Responsibilities include comprehensive coordination of meetings and conference calls. Prepare any meeting materials, prepare the conference room in advance, order food in advance if needed, greet the guests/clients, organize the conference room after the meeting. Assist in preparing presentations, meeting documentation and other items for internal and external meetings.
• Office Coordination: Responsibilities include coordination with various vendors and suppliers, mail and delivery slips for the firm and clients, word-processing and preparation of correspondence and transmittal letters for the firm, scanning and faxing, filing and general office related work.
• Organizational skills: Manage attorneys' incoming and outgoing documents, filing, mail and other business matters.
• Coordination of speaking engagements and conferences for attorneys. Assist in the preparation of materials and brochures, registration and travel arrangements.
• Ensuring attorneys are arriving to their meetings promptly. Anticipating travel times to and from various meetings. Regular reminders to attorneys about meetings and deadlines.
• Travel plans when necessary; should be able to go online via the web and book travel.
Qualifications
• Requires high school education or equivalent.
• Requires 2+ years related experience working as a receptionist or Administrative Assistant to a law firm.
• Must be very detail oriented and highly organized and have a keen sense of urgency.
• Must be able to discreetly handle sensitive and confidential material.
• Requires exceptional written/verbal communication and organizational skills and proficiency in reading and writing in the English language.
• Requires excellent record keeping and file maintenance.
• Requires the ability to perform long-range tasks while handling short-term interruptions.
• Requires high proficiency in Microsoft Office programs and internet search engine.
• Must be very computer savvy and willing to learn new programs for the responsibilities listed above.
