Administrative Assistant

ABOUT THE POSITION

The Administrative Practice Assistant (APA) is responsible for providing administrative support to attorneys on a day-to-day basis. Under the supervision of the Director of Administration, the APA works closely with clients, attorneys, and other team members to ensure effective and timely attention to important legal matters. This includes handling discreet functions such as greeting visitors and vendors, overseeing food orders for internal and client-facing events and working closely with the Office Services Lead and Director of Administration to perform a wide variety of clerical and administrative duties, which includes providing a high level of customer service and support, while consistently producing an excellent work product. This is a full-time, on-site position.

ESSENTIAL FUNCTIONS

The positions essential functions include but are not limited to the following:

ADMINISTRATIVE

• Reception, greeting clients, answering in-coming calls (as a back-up), review incoming mail and route to attorneys, the Docketing Department, and others; scheduling of conference rooms;
• Maintain organization and cleanliness of shared office spaces (conference spaces, copy rooms, file rooms, kitchen areas), ensuring all rooms are stocked and continuously ready for use;
• Communicate with building management for service calls, parking, deliveries; and, with all vendors for delivery and service calls;
• Planning, coordinating and ordering for office events (e.g., happy hours, meals and in-office events and meetings);
• Coordinate all office/kitchen supplies needs on a weekly basis, with the Office Services Lead;
• Prepare office/workstation for new hires, and assist with IT equipment set-up;
• Assist with preparation for and scheduling of meetings, teleconferences, conferences and travel;
• Monitor all common area equipment to ensure they are well-stocked and working properly;
• Entering attorneys billable time and preparation of expense reports;

LEGAL

• Draft, review and revise legal and non-legal documents including correspondence and memoranda, pleadings, PowerPoint presentations, budgets, etc.;
• Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using Firm software;
• Build an understanding of, and facility with, local rules of court, municipal, state and federal rules of procedure;
• Quickly process requests received and provide quality control for projects prior to delivery to requesting party/parties (document shells, mailings, scanning, print/court filings jobs, binders);

OTHER

• Maintain library and file storage lists;
• Maintain composure and work efficiently and accurately during highly stressful circumstances;
• Maintain dependable and reliable on-site attendance;
• Demonstrate excellent customer service by working cordially, cooperatively and productively with Firm employees; and
• Work as needed to complete essential functions;

Management retains the right to add to or change the functions of this position at any time.

QUALIFICATIONS

The following qualifications are required unless otherwise noted:

• High School diploma required; some college preferred;
• Superior customer service skills with strong organizational skills and ability to contribute to streamlining processes;
• Strong attention to detail with ability to work well under pressure and multi-task in a fast-paced, deadline-driven environment;
• Self-starter with ability to work independently, as well as in a team environment; and
• Experience using Microsoft Office 365