Administrative Assistant

Job Description

Job Description

The Administrative Assistant's primary goal is to greet visitors to our office and execute the printing and scanning workflows essential for client signing ceremonies. This role provides vital clerical and administrative support to optimize daily workflow procedures and maintain a seamless operational environment.

Strategic Firm Value

Contribution to Profitability

• Marketing Support: Functions as a critical marketing support asset by being the welcoming, trustworthy, and helpful "first face" an outsider encounters, setting the tone for the client experience.

• Resource Maximization: Handles repetitive administrative tasks to shield other teammates and attorneys from interruptions, allowing them to focus fully on revenue-generating legal work, client service, and lead generation.

• Risk Mitigation: Acts as the primary point person for supply needs and meticulously logs client documents to ensure no critical asset falls through the operational cracks.

Internal Dependencies

• Operational Hub: All internal office staff and attorneys rely directly on this position to keep the physical office running smoothly.

• Client Success Link: This role serves as the central hub for fulfilling client needs during signings and keeping critical records organized for the whole team.

$40,000 - $42,000 yearly

Core Responsibilities

Client & Visitor Engagement

• Firm Ambassadorship: Greet team members, guests, and visitors warmly to create a stellar, positive, and professional first impression on behalf of the firm.

• Hospitality & Environment: Ensure all visitors feel welcome and comfortable by offering beverages and fostering an atmosphere of welcome, calm, and support.

• Arrival Notification: Promptly notify team members when a client arrives for a scheduled meeting, ensuring the client is provided with an accurate wait time.

• Meeting Room Preparation: Prepare conference rooms in advance of client meetings, ensuring they are stocked with all relevant materials, including plan documents, pens, and client gifts.

Office Operations & Facility Maintenance

• Daily Readiness: Assume full responsibility for opening and closing the office each day.

• Cleanliness Standards: Take pride in keeping the entire office space clean, orderly, and well-stocked, which includes maintaining kitchen and office cleanliness.

Supply & Inventory Management:

• Monitor and check inventory stock levels to anticipate material needs.

• Conduct comprehensive weekly inventories of office, kitchen, and general supplies.

• Ensure all necessary paper products and supplies are fully stocked in the kitchen and work areas.

• Maintain and prepare client gift bags while tracking gift inventory weekly.

• Notify the COO of supply requirements based on targeted goal numbers, and place authorized orders for office and kitchen supplies as required.

• Verify the accurate receipt of all ordered supplies.

• Equipment Care: Keep all office equipment operational by strictly following manufacturer instructions and established firm procedures.

Administrative & Document Management

• Mail & Delivery: Retrieve mail, deliveries, and packages daily from the firm’s P.O. Box, and maintain meticulous logs of all incoming and outgoing mail and deliveries.

• Routing: Correctly direct all mail and incoming deliveries to the appropriate team member.

• Firm Mailings: Prepare all outgoing mail and coordinate lead/client mailings, including printing and bundling promotional event postcards and sending out birthday and anniversary cards.

• Client Portfolio Assembly: Build, label, and maintain client portfolios and tabs in an organized and timely fashion, ensuring they are fully complete and ready ahead of the client's Final Meeting.

• Document Collateral: Print signing ceremony, estate planning documents, and event collateral in a timely, accurate manner.

• Digital Filing: Scan and upload final executed signing ceremony documents and other incoming client records directly to the correct client folders without error.

• Ceremony Support: Attend in-office signings to serve as an official witness or notary public.

• File Upkeep: Keep office records clean, current, and up to date while monitoring outstanding tracking items for clients.

• Team Support: Assist other staff members with general administrative needs as requested and offer reliable backup support to the team.

Education & Certifications

• Minimum Education: High School Diploma or equivalent required. An Associate’s or Bachelor’s degree in Business Administration, Communications, Hospitality, or a related field is highly preferred.

• Notary Public Commission: Must possess an active Notary Public commission in Pennsylvania, or be fully eligible and willing to obtain certification within 90 days of hire to legally validate client signing ceremonies.

Required Experience

• Professional Experience: 1–3 years of experience in a professional office environment (e.g., law firm, wealth management, corporate office) or high-end hospitality/customer service role (e.g., boutique hotel concierge, upscale reception).

• Legal Exposure (Preferred): Prior experience within a law firm—specifically estate planning, elder law, or probate—is a significant asset but can be substituted by a proven track record of handling highly confidential client records.

Core Competencies & Skills

Technical & Operational Skills

• Office Technology Proficiency: Strong foundational comfort with Microsoft Office Suite (Word, Excel) and Google Workspace. Ability to quickly master our internal legal CRM, document management systems, and digital time-logging tools.

• Hardware Operation: Proven capability operating office hardware, including high-volume scanners, heavy-duty network printers, and multi-line phone systems.

• Meticulous Record-Keeping: Exceptional data integrity skills with a track record of maintaining zero-error logs (such as mail routing and tracking systems).

Interpersonal & Behavioral Attributes

• High Emotional Intelligence (EQ) & Empathy: Ability to maintain a warm, welcoming, and deeply empathetic demeanor. Clients dealing with estate planning or recent loss (probate) require an environment of calm, safety, and ultimate respect.

• Active Situational Awareness: A proactive mindset to notice the movement within the office, anticipate team bottlenecks, and jump in to assist colleagues without being asked.

• Flawless Communication: Clear, articulate verbal communication and polished written skills for precise, professional message-taking and firm-wide scheduling updates.

Logistical & Physical Requirements

• Dependability & Strict Punctuality: A history of flawless attendance. The candidate must be completely reliable to execute the opening and closing procedures of the physical office precisely on schedule.

• Facility Pride: Willingness and physical capability to handle light office aesthetics (e.g., running the vacuum, stocking the kitchen, configuring conference rooms with client materials and beverages).

Cultural Fit Factors

• Discretion and Integrity: Absolute commitment to protecting firm operations and maintaining strict client confidentiality under all circumstances.

• Coachability: A positive attitude toward receiving constructive operational feedback and a desire to seek out training that elevates firm-wide efficiency.

At Entrusted Legacy Law, we help people protect their Life & their Legacy.

Our Mission

• Provide exceptional legal services with dedication and compassion

• Empower individuals to safeguard their Life and preserve their Legacy

• Communicate promptly and clearly

• Explain legal concepts in simple, direct terms

• Respect your opinions and welcome your feedback

• Care deeply about clients and their loved ones

Our Commitment

• Take time to understand your unique circumstances and goals

• Tailor legal solutions to fit your needs

• Help you navigate complex legal matters with confidence

• Support your present peace of mind and future security

• Deliver a thoughtful, client-centered experience every step of the way