Do you enjoy looking after your team and making sure they have what they need? Do you like working with talented, dedicated colleagues? Do you take pride in a job well done? If you are organized, intelligent, hardworking and love variety, this might be the role for you. You must genuinely like working with people and whipping the office into shape. The Administrative Assistant is responsible for assisting the firm in a wide variety of tasks including, but not limited to, these daily functions:
Qualifications
- Prepare, edit correspondence and invoices
- Open and distribute incoming correspondence
- Schedule and confirm appointments and meetings
- Answer phone and email enquiries and relay telephone calls and messages
- Greet and direct visitors to appropriate person
- Arrange travel schedules and make reservations
- Manage law firm telephone mobility plan and users (hardware, all agreements).
- Manage firm phones and assist users with training and coordinating with vendor to fix technical issues
- Update firm website
- Manage various social media accounts for the law firm
- Organizing, photocopying, binding and scanning of documents
- Recording binding materials chargeable to relevant client files
- Maintain copy rooms including general clean-up and ensuring adequate inventory of supplies, stocking shelves and breaking down boxes. Refill copier, printers, fax machines once a day
- Inventory, organizing and replenishing office supplies including stationery and lunchroom supplies
- Manage repair services for office equipment
- Organize social events for the firm including coordinating catering services for meetings and other events
- Record and prepare minutes of meetings
- Other duties as requested by Lawyers
The “must haves”:
- High school diploma
- Strong verbal and written communication skills
- Attention to details
- Able to take initiative
- Sound judgment and decision-making skills
- Able to effectively handle sensitive and confidential information
- Planning and organizational skills
- Ability to work effectively as part of a team
- Able to work well under pressure
- Strong work ethic
- Able to lift 20-30 lbs.
The “nice to haves”:
- 2-3 years of work experience in preparing correspondence, minutes, letters, memos, presentations, and spreadsheets.
- Experience working in legal / law firm with the knowledge of Worldox (document management database)
- Accounting and timekeeping software (data entry and running reports)
- Able to adapt to changing priorities and demands
- Experience updating website & social media.
- Information collection and management experience.