Administrative Assistant

About the job

Are you an organized and detail-oriented professional looking for an exciting opportunity to showcase your administrative skills? Look no further! Aleshire & Wynder, LLP is seeking a Full-Time Administrative Assistant to join our team in Irvine, CA. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office. This position is perfect for someone who thrives in a fast-paced environment and enjoys multitasking. You will have the opportunity to work with a team of professionals in a supportive and collaborative work culture. In this role, you will be responsible for managing calendars, scheduling appointments, coordinating meetings, and handling general clerical duties. Your exceptional organizational and interpersonal skills will be put to use as you assist in maintaining office supplies and equipment, preparing correspondence, and coordinating travel arrangements. If you are excited about the prospect of joining our team and making a positive impact, apply today!

As a team member you'll be able to enjoy benefits such as Medical, Dental, Vision, 401(k), Life Insurance, Health Savings Account, Flexible Spending Account, Competitive Salary, and Paid Time Off. Don't miss out on this great opportunity to contribute to the success of our firm!

Aleshire & Wynder, LLP: Our Mission

Aleshire & Wynder, LLP, is a California-based private law firm of 60+ attorneys with offices located in Oakland, Westlake Village, Los Angeles, Fresno, Irvine and Riverside. Aleshire & Wynder is a unique law firm dedicated to the representation of public entities by providing innovative, ethical, and cost-effective legal representation.

What does an Administrative Assistant do?

• Prepare all outgoing mail, packages, envelopes, and certified receipts; weighing and metering for accurate postal rates, and preparing FedEx and UPS Packages
• Route incoming mail and prepare outgoing mail, email, fax correspondence, and vendor deliveries. Hand deliver any certified, registered, or express mail packages to staff/other offices
• Perform copying and scanning as needed
• Stock copy machines on a daily basis and maintain inventory of copier/printer supplies
• Assist with greeting visitors, issuing parking validations, direct incoming calls, and scheduling/setting up conference rooms when the Administrative Assistant is out
• Assisting with and periodically covering telephones for other staff during meal breaks
• Manage and answer Irvine main phone line, and other offices as needed
• Assist with maintaining firm hardcopy and electronic files in accordance with the firm's established system
• Manage sorting and transferring of obsolete materials from active files to storage off-site
• Assist legal staff in day-to-day activities and complete special projects as assigned
• Maintain the office appearance, including tidying the office and kitchen
• Manage any food orders for lunches or special events
• Arrange domestic travel as needed
• Consistently promote and model courteous service in a prompt and efficient manner
• Maintain positive relationships with internal and external clients through professional honest interaction
• Apply strong interactive skills to ensure that all reception and conference services are provided seamlessly and positively for all visitors, clients, attorneys and staff
• Coordinate with other Office Services Clerks to assist with coverage as needed
• Maintain compliance with all company policies and procedures
• Assist with management of office social events
• Circulates memorandums and notices from building management to Irvine office
• Assists with new hire set up, including managing building access cards, ordering office keys and ensuring desk has all necessary equipment, proving office tours, etc.
• Manages scheduling of maintenance requests and plant maintenance.
• Assists when needed with large legal projects, scanning, printing and copying, billable time entry and expense entry.

Would you be a great Administrative Assistant?

To excel in the role of Administrative Assistant at Aleshire & Wynder, LLP, you will need to bring a range of skills and attributes. These include having a High School Diploma or GED, with an associate's degree preferred. Five (5) plus years' experience in a professional office setting, particularly within a law firm, is highly desirable. Effective interpersonal communication skills are crucial, as you will be interacting with clients, attorneys, and colleagues on a daily basis. You should be self-motivated and energetic, with the ability to take direction well and collaborate effectively as part of a team. Ability to present yourself in a professional manner is beneficial for this position. Maintaining confidentiality and developing trust are essential qualities, as you will often handle sensitive information. In terms of software and tools, proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, is required. Familiarity with legal case management software is considered a plus. If you possess these skills and values, and you are seeking a challenging and rewarding administrative position, we encourage you to apply. Join our team and contribute to our mission of delivering high-performance support to our clients.

Join us!

So, what do you think? If you can meet these requirements and perform this job as described above, we would be happy to have you as part of our team!

Salary: $25 - $27 per hour, depending on experience

Aleshire & Wynder is an Equal Opportunity Employer