Office Assistant

Overview A Global International Arbitration Law Firm is seeking an Office Assistant for the D.C. Office. Reporting to the Office Manager, the Office Assistant assists with the smooth day-to-day running of the office. The hours are Monday – Friday, 7.5 hours a day excluding an hour unpaid for lunch which makes up a 37.5 per week. They have a flex schedule where support team members start and end anywhere between 8am - 6pm. This position may have the option for a work from home day once the candidate is fully trained but that will depend on the office and team needs. Not much overtime is required but may be required as needed a few times within the year. Status Direct Hire Duties and Responsibilities Providing support to the Office Manager regarding the administration and facilities management of the office. Management of the office, including but not limited to ordering and maintaining stock and organization of office and kitchen supplies throughout the office, including budgeting and cost analysis. Working with the Office Manager to maintain vendor relationships and serve as a point of contact to Property Management regarding office and facilities management. Overseeing and helping facilitate the shredding of confidential documents. Working with the Office Manager to adhere to ISO specifications. Supporting the Office Manager with ad hoc projects that help achieve the operational goals of the office and firm (e.g., client and office events and staff social functions). Greeting clients and external visitors when they arrive for meetings, and following visitor sign-in procedures. Overseeing meeting room bookings and ensuring appropriate room set-up and refreshments are in place. Organizing catering for working lunches when necessary. Working with the on-site IT team to organize video conferences for the office and individual meetings, coordinating with external participants/speakers where necessary. Resetting meeting rooms after meetings have finished. Answering incoming telephone calls, assisting where appropriate and/or taking messages. Assisting the LA team by providing administrative support to the fee-earning team. Typical duties include processing expense claims in adherence to the Travel & Expense Policy; requesting printed documents from external vendors or handling smaller print jobs in-house; managing and overseeing shipments and incoming/outgoing mail; booking taxis; and maintaining organization and security of on-site storage and client files. Assisting with onboarding and training new support team members when necessary. Other duties as assigned. Job Requirements A Bachelor's Degree is highly preferred/required. Law firm/office experience is not required but preferred. Effective communication skills, both orally and in writing. The ability to work efficiently at times under pressure. Excellent organizational skills and attention to detail. The ability to prioritize workload in order to juggle conflicting demands and meet deadlines. Proficient calendar management skills, meeting planning and logistical arrangements. Proficiency with IT, particularly Microsoft Office programs. Excellent customer service skills to both internal and external clients and guests. A positive attitude and team spirit. Prior experience of working in an office environment would be an advantage. Fluent in Spanish would be an advantage. How To Apply Please respond with your resume for consideration. We welcome all candidates that meet the REQUIRED qualifications with recent relevant experience. Palmer Legal Staffing is an equal opportunity employer. About Us Palmer is an award winning staffing agency offering direct hire, temp-to-hire, and temporary placements for administrative, management, executive, legal and more. We represent more than 500 of the finest law firms and legal departments in the D.C. area. Seniority level Entry level Employment type Full-time Job function Legal and Administrative Industries Law Practice #J-18808-Ljbffr