Secretary/Receptionist

300 River Place Drive

Detroit Michigan 48207

POSITION: Secretary/Receptionist

POSITION REPORTS TO: Managing Partner / Chief Administrative Officer

POSITION OBJECTIVE:

Sowell Law Partners PLLC, a small boutique award-winning corporate law firm located in downtown Detroit, is seeking an experienced secretary accountable and responsible for providing day-to-day administrative support to the President and Managing Partner of the firm. This role is best suited for someone with a skill set developed to support a C-Suite executive. Responsibilities include preparation of correspondence, forms, legal documents, etc., from dictation or drafts using various software applications. Maintain calendar, schedule meetings and travel arrangements, and preparation of accurate and complete monthly timekeeping and expense reports. This position maintains the client filing system, exercises independent and sound judgment and understands how to maintain confidentiality in administering this support role. This position is essential to the operation of the firm and requires poise, tact and diplomacy.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Provide day-to-day support of the Managing Partner in all aspects of his work including the preparation, recording, filing and transmittal of corporate and other legal documents. Serve as office receptionist providing information to callers and visitors as appropriate.

Answer and screen telephone calls (unless otherwise instructed to do). Assist callers on a regular basis. Exhibit discretion to know when to pass caller to Partner if urgent or an emergency or when to take a message.

Assist with the preparation of and finalization of documents including retainers, contracts, agreements, correspondence, memoranda, notes, outlines, charts, spreadsheets, presentations and other firm deliverables whether from drafts, originals or dictation using Word, Excel and PowerPoint when required. Must be able to redline and track changes in documents and contracts. Proofread and edit documents for proper grammar, spelling, punctuation and formatting.

Keep and maintain the Managing Partner’s calendar, including scheduling, coordinating and reminding Partner of meetings, appointments, conference calls and various other dates. Initiate and/or gather from files, Internet, etc. pertinent materials which may be needed for meetings and conference calls.

Coordinate and keep up to date on managing his calendar. Track and record Managing Partner’s daily activities for the purpose of timekeeping.

Schedule, organize and provide support for in-house meetings and conferences. Coordinate travel and hotel accommodations for out-of-town travel arrangements when requested.

Establish, maintain and organize the client files and the central filing system. File materials in the appropriate order in a timely manner. Review files to assure that all documents needed for meetings, closings, etc. are in the file and in proper order.

Assist in the formation of corporate entities, including state filings and securing FEINs and other documents, i.e., Articles of Organization or Incorporation depending on the entity in preparation of Corporate Minute Books for clients.

Record and maintain a log of all email, telephone calls, notes, Partner’s activities, documents (both received and sent), etc., during the day for purposes of timekeeping. Include in the log the name of client or other party, a reasonable description of the communication, name of documents (received and/or sent) and length of time to prepare.

Make photocopies and duplicates of documents as requested. Make arrangements and ensure that mailing, shipping, faxing or related transfer of documents are completed as requested. Track all outgoing documents sent via USPS, FedEx, UPS, Fax, and Email, etc. Call client or other party to confirm receipt of delivery. Use the Internet to track delivery of UPS or FedEx if necessary.

Exercise judgement in determining priority levels of all work assigned on a daily basis. Assure all work is completed by deadline and in a timely manner. Establish and ensure procedures are in place to protect confidential and proprietary information.

Perform research for special projects with the ability to abstract information using the Internet or other sources when requested.

Provide assistance with maintaining the proper office and break-room supplies on hand.

Provide assistance with special projects and other team members as requested.

Perform any other duties/responsibilities as requested.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Bachelor’s degree in Business, English or related field required.

• Minimum of 6 - 9 years of in a secretarial role, supporting an executive in a professional services environment, i.e., law firm, consulting firm, accounting firm or other related work environment is highly preferred.
• Demonstrate excellent interpersonal, superior communication skills (written and verbal) and time-management skills together with the ability to exercise independent judgment and initiative while maintaining a high level of confidentiality.
• Superior technical and proofreading skills, including spelling, grammar and punctuation. Demonstrated planning and prioritization skills with the ability to manage multiple, priorities.
• Expert level of proficiency in Microsoft Word and Outlook; Advanced level of proficiency in PowerPoint and Excel required; Must possess Internet savvy. Typing requirement of a minimum of 55 wpm.
• Use of QuickBooks Pro accounting software as required for timekeeping.
• High level organizational skills required. Ability to be self-motivated, be proactive, a self-starter, detailed oriented with the ability to work independently with minimum supervision. Ability to prioritize, multi-task and meet goals and deadlines. Ability to respond well to frequent changing demands or priorities and have an expectation and willingness to work long hours when the workload deems necessary.

• High degree of confidentiality regarding clients, guests, conversations, etc.
• Must have a strong work ethic, a high level of professionalism and demeanor is required and the ability to work effectively in a team-oriented environment
• Proficiency with all office equipment, such as copiers, printers, fax machines, scanners, and voice mail.
• Must be able to lift 20 lbs. - specific job duties may require additional lifting; occasionally moves and transports packages weighting up to 20lbs.
• Commitment to the mission, vision and ideals of the firm.

SALARY RANGE: Based on market and related work experience.

WORK HOURS REQUIRED: This is an exempt position, so you may have to work hours that exceed the standard 40-hour work week.

*****NO CALLS FROM CANDIDATES PLEASE****** *****NO CALLS OR CONTACT FROM AGENCIES

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $41,000.00 - $50,000.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Secretarial/administrative Assistance: 6 years (Required)

Work Location: In person