Office & Marketing Administrative Assistant

Job Description

Job Description

• Answer multiple phone lines with concise and accurate message-taking when necessary.
• Monitor and forward voicemails and faxes for collections and general business voice mailboxes. 
• Update and distribute office phone lists
• Receive visitors and greet guests; receive and distribute deliveries.
• Receive and distribute incoming and outgoing mail.
• Certified Mail Electronic Return Receipt processing.
• Maintain inventory of office supplies and replenish stock when necessary.
• PracticeMaster software:

o   Update and maintain Contact database (including Board rosters, management changes, etc.).

o   Create and transmit informational “email blasts” to client list.

• Administrative support:
• • Assist Marketing Director with tasks, as directed, to include:
  • • monitoring incoming prospective emails and delegating to attorneys/paralegals for proposals,
    • run conflict searches, open prospective clients, create proposals from templates, track progress, and save documents to NetDocuements,
    • run and distribute monthly and quarterly inactivity reports to attorneys/paralegals, and close matters and clients,
    • refining educational materials in PowerPoint, certificate creation, and other education aspects,
    • assist with development of newsletters/events through Constant Contact,
    • assist with social media creation and manage calendar,
    • participation on events committee and eventual spearheading of committee (with assistance from Marketing Director), and
    • provide additional marketing assistance as necessary.
  • Provide general administrative support when needed, to include tasks such as mailings, finalizing and mailing letters, or helping draft office policies and procedures, etc.
  • Provide backup support to paralegals.
• NetDocuments support:
• • Create/maintain job aids and instructions for NetDocuments
  • Create new client folders in NetDocuments
  • Delete old client files from NetDocuments
  • Correct Master Client List as necessary        
• Conference room support:
• • Manage conference room calendar.
  • Set up and troubleshoot video meetings.
• Assist paralegals with creating and tearing down boards. General office support using computers and printers, copy equipment, and postage machine.
• Reception area, kitchen and conference room maintenance.
• Assist Firm Administrator as necessary.
• Attend training, seminars and workshops as deemed necessary.