Administrative Support Clerk
Gables Search Group
RESPONSIBILITIES: Administrative Support:
- Provide general administrative assistance to the Office Manager.
- Maintain physical and electronic filing systems and organize files for new matters.
- Input and save information to the firm's file system.
- Assist legal staff with large copy jobs and preparation of binders for hearings.
- Support the Finance Team by printing and distributing work-in-progress (WIP) reports.
- Assist with onboarding tasks for new employees.
- Answer and direct incoming phone calls and accurately take and deliver messages.
- Greet visitors and guests, validate parking, and issue loaner key cards.
- Maintain a professional and organized front office area.
- Schedule meetings and send Outlook calendar invitations.
- Manage office reservations for visiting attorneys.
- Maintain and update the master conference room calendar.
- Assist with setting up Zoom meetings in conference rooms.
- Prepare conference rooms for meetings and depositions and clean and restock them as needed.
- Clean and restock the kitchen area at the end of each day.
- Stock printers and copiers with paper daily.
- Report office and equipment maintenance issues to the Office Manager.
- Submit building work orders for facility concerns, including temperature and cleanliness issues.
- Retrieve, open, scan, and distribute incoming mail to the appropriate staff.
- Drop off outgoing mail and overnight packages at the end of each day.
- Organize and maintain supply rooms and file rooms.
- Coordinate with the Records Manager on large-scale records management projects.
- Understand and implement employee safety protocols.
- Assist with special projects and perform additional duties as assigned.
- Support the overall smooth and efficient operation of the office.
- Minimum of one year of experience with scheduling, hospitality, and office logistics.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office, including Outlook, Word, and Excel.
- Excellent organizational and time-management skills.
- Professional demeanor and dependable work ethic.
- Strong attention to detail and documentation skills.
- Ability to manage multiple priorities and deadlines in a fast-paced legal environment.
- Fully in-office position requiring regular on-site attendance in Sausalito, CA.
- Fast-paced legal environment involving interaction with attorneys, staff, visitors, vendors, and guests.
- Requires frequent walking, standing, kneeling, and bending, particularly when preparing meeting rooms or organizing supplies.
- Requires extended periods of seated desk work and computer-based tasks.
- Regular use of computers, including extended periods of typing, viewing monitors, and using a mouse.
- Requires operation of standard office equipment, including copiers, scanners, phones, and printers.
- Ability to remain focused and perform detailed work for extended periods.
- Ability to lift and carry up to 25 pounds, including packages, files, mail bins, and other materials.
- Availability to work more than 40 hours per week, including overtime when necessary.
Vacancy posted 22 hours ago
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