Key Responsibilities:

• General Administrative Support:

  • Answering phones, taking messages, and directing calls as necessary
  • Greeting clients and visitors with professionalism and courtesy
  • Managing schedules and calendars, including Zoom calls and meetings
  • Coordinating travel arrangements and preparing itineraries
  • Preparing and submitting expense reports
  • Preparing and maintaining office and kitchen supplies
  • Handling mail (certified mail, mailouts, stamps.com), including package shipping
  • Preparing conference rooms for meetings and client appointments

• Document Management and Paralegal Support:

  • Proficiently managing documents in MS Word, including styles, table of contents, footnotes, and editing for accuracy
  • Creating and preparing binders with tabs and organize content for client meetings and court filings
  • Assisting attorneys in time entry for billable hours when required
  • Inputting client expenses into billing systems
  • Working with Excel to update spreadsheets and perform data entry tasks
  • Utilizing Adobe for document editing and management

• Vendor and Building Management:

  • Acting as the point of contact for all building-related matters and vendors
  • Managing parking validation and coordinating access for visitors

Qualifications:

• A minimum of 3 years’ experience as a Legal Assistant, Legal Secretary, Receptionist or in a similar administrative role in a law firm setting
• Strong proficiency in Microsoft Office Suite (Word, Excel), Adobe, and other relevant office software
• Excellent communication skills, both written and verbal
• Ability to maintain confidentiality and handle sensitive information with professionalism
• Exceptional organizational skills, with the ability to prioritize and manage multiple tasks efficiently

Additional Notes:

• The ideal candidate will be proactive, detail-oriented, and able to handle a variety of tasks independently.