Office Assistant

The Office Assistant provides essential administrative support to attorneys and departments, ensuring the efficient operation of the office. This role acts as a bridge between attorneys, clients, and departments, helping to maintain smooth workflows and excellent client service. A key aspect of this position involves coordinating firm seminars, and ensuring seamless execution and client engagement.

This position is an excellent opportunity for someone looking to grow in a professional legal environment. If you are organized, detail-oriented, and enjoy working in a dynamic office setting, especially with event coordination responsibilities, we encourage you to apply!

• Serve as the backup for front desk receptionist by answering calls, directing inquiries, confirming appointments, and providing coverage as needed.
• Provide direct administrative assistance to attorneys.
• Review attorney calendars (daily) to ensure all relevant elements are present for a successful future consultation.
• Process client payments for both new and existing clients.
• Schedule and coordinate signing appointments, ensuring no conflicts and confirming attendance.
• Oversee seminar coordination, including tracking attendees, preparing materials, and ensuring all necessary resources are in place for a successful event.
• Manage pre-seminar tasks such as confirming attendance via phone, email, and text, updating spreadsheets with attendee details, and inputting client data into CRM.
• Handle seminar logistics, including venue coordination, room setup, signage preparation, and post-event breakdown.
• Maintain accurate client records by entering and tracking key information in CRM.
• Monitor and restock office supplies as needed.
• Perform post office duties, including collecting certified mail and handling outgoing correspondence.
• Organize and coordinate team celebrations, such as sending anniversary and birthday emails, purchasing cakes, decorating, and preparing cards.
• Assist with client communication and event coordination by reaching out regarding firm events and sending invitations.
• Support management with additional administrative tasks and special projects as assigned.
• Ensure proper office closing procedures, including reviewing schedules, turning off lights, and preparing for the next business day.

Skills & Abilities:

• Proficiency in MS Office (Excel, Word) and Outlook.
• Strong organizational and planning skills.
• Attention to detail and problem-solving ability.
• Ability to work independently and as part of a team.
• Adaptability to changing workloads.
• Excellent written and verbal communication skills.
• Ability to manage event logistics and multitask efficiently.

Qualifications:

• High School Diploma or equivalent.
• Minimum of one year of experience in an Office Assistant or Secretarial role (can be substituted by three years of direct client interaction, support, and/or customer service experience).
• Experience in event coordination or seminar management is a plus.

Physical Requirements:

• Ability to lift and move office supplies and equipment as needed.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to set up and break down event spaces as needed.

Work Environment:

• Professional office environment with a warm and friendly team.
• Routine use of office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.