Receptionist / Legal Assistant

Virginia Estate & Trust Law, PLC seeks a friendly, professional, dependable, and highly organized Receptionist / Legal Assistant to serve as the first point of contact for our Richmond, Virginia office. The Receptionist / Legal Assistant plays an important role in creating a welcoming and professional experience for clients, prospective clients, visitors, attorneys, and staff while providing essential administrative and operational support to the Firm.

The ideal candidate is someone who takes pride in being organized, responsive, and helpful; demonstrates excellent judgment and attention to detail; and is comfortable managing multiple priorities in a professional law-firm environment. Because this position is often the first impression of the Firm, a polished demeanor, professional appearance, strong communication skills, discretion, and exceptional client service are essential.

The Receptionist / Legal Assistant will manage the front desk, greet clients and visitors, answer and direct incoming calls, coordinate conference rooms and meetings, manage incoming and outgoing mail and deliveries, maintain office supplies and common areas, assist with document and file management, provide general administrative support, and assist attorneys and staff as needed.

Legal experience is a plus but is not required.

Essential Responsibilities

1. Reception and Client Service

• Serve as the first point of contact for clients and prospective clients and create a positive first impression of the Firm.
• Greet clients, prospective clients, attorneys, vendors, and other visitors in a warm, professional, and timely manner.
• Answer, screen, and route incoming telephone calls using appropriate business etiquette.
• Professionally screen prospective client cold calls and website inquiries in accordance with Firm procedures.
• Gather preliminary information from prospective clients and accurately document and communicate that information.
• Take accurate and complete messages and ensure calls and messages are promptly communicated to the appropriate attorney or staff member.
• Determine the purpose of each visitor's arrival and direct them to the appropriate attorney or staff member.
• Deliver exceptional client service that reflects the Firm's values and commitment to professionalism.
• Exercise sound judgment and maintain the highest level of confidentiality when handling client and Firm information.

2. General Office Support

 Help ensure the office operates efficiently and professionally on a daily basis.

• Coordinate incoming mail, courier services, deliveries, and other correspondence.
• Receive, sort, and distribute incoming mail and deliveries promptly and accurately.
• Prepare outgoing mail, email, and faxes, ensuring that all attachments, exhibits, enclosures, and supporting documents are included and properly addressed.
• Monitor office supply inventory levels and order supplies in a timely and cost-effective manner.
• Maintain office supplies, equipment, reception areas, conference rooms, kitchen, and other common areas in a clean, orderly, and professional condition.
• Prepare conference rooms and meeting facilities for client and Firm meetings.
• Arrange refreshments and other meeting requirements as needed.
• Support the Office Manager in coordinating vendors, service providers, building maintenance, and office-related services.
• Submit and follow up on building maintenance and service requests.
• Assist with special projects and other administrative tasks as needed.
• Demonstrate a willingness to assist coworkers, share responsibilities, and contribute to the overall efficient operation of the Firm.

3. Administrative and File Support

• Prepare, organize, and maintain confidential client files, both digital and physical.
• Assist with maintaining organized and accurate electronic and paper filing systems.
• Work closely with Office Manager to ensure offsite storage files are requested timely and records are appropriately maintained.
• Scan, photocopy, and electronically file documents accurately in the Firm's document management system, including NetDocuments.
• Perform data entry, word processing, document preparation, filing, copying, scanning, and other administrative duties with a high degree of accuracy.
• Proofread correspondence and other documents for spelling, grammar, formatting, completeness, and accuracy.
• Assist with special projects and Firm initiatives.
• Learn and properly utilize the Firm's practice management, document management, and electronic file-storage systems.
• Maintain strict confidentiality of all Firm, attorney, employee, and client information.

Qualified Candidate Requirements

The successful candidate will:

• Be dependable, punctual, reliable, and committed to consistent attendance.
• Possess strong interpersonal skills and the ability to interact professionally with clients, prospective clients, attorneys, staff, vendors, and visitors.
• Be highly organized with the ability to manage multiple priorities, establish priorities, and meet deadlines.
• Demonstrate sound judgment, discretion, and the ability to maintain strict confidentiality.
• Possess excellent written and verbal communication skills and a professional, courteous, and service-oriented demeanor.
• Demonstrate exceptional attention to detail and accuracy.
• Be flexible and able to adapt to changing priorities and evolving responsibilities.
• Demonstrate initiative and the ability to identify and address tasks without always being directed to do so.
• Work effectively and collaboratively as part of a team while also being capable of working independently.
• Demonstrate a willingness to help colleagues, share responsibilities, and contribute to a positive, respectful, and supportive workplace.
• Have excellent typing and computer skills with a strong emphasis on accuracy.
• Be proficient in Microsoft Outlook, Word, and Excel.
• Be willing and able to learn the Firm's practice management, document management, and file-storage systems.
• Be comfortable working with confidential information and exercising discretion in a professional legal environment.
• Understand the importance of maintaining a professional appearance and observing appropriate business and client-service etiquette.
• Be willing to assist wherever needed to support the Firm, its attorneys, and its staff.

Schedule

The Firm's regular office hours are Monday through Thursday, 8:00 a.m. to 5:00 p.m. and Friday, 8:00 a.m. to 12:00 p.m.

The Receptionist / Legal Assistant is expected to be available and ready to work Monday through Thursday from 7:45 a.m. to 5:00 p.m. and Friday from 7:45 a.m. to 12:00 p.m.

Regular and dependable attendance and punctuality are essential functions of this position.

Benefits

Virginia Estate & Trust Law, PLC offers a comprehensive benefits package, including:

• Medical insurance
• Short-term disability (STD)
• Long-term disability (LTD)
• Guaranteed-issue life insurance
• 401(k) retirement plan
• Additional Firm benefits