Business Center Administrative Assistant

Profile

Business Center, Administrative Assistant

The candidate will provide a point of contact for assigned work group to ensure all work is of the highest quality and completed in a timely manner. Prepare expense reports, check requests and route approved vendor statements to Accounting for payment. Assist with preparing monthly bills for consistency, accuracy, spelling and substance, learn billing practices (usual write-offs, client format preferences, etc.). Knowledge of timekeeping protocols; enter/revise time narratives using the firm’s time entry system. Upload documents to client Propel data rooms and/or iManage. Help maintain attorney contacts. Schedule messengers and other vendors for pick-up and delivery of documents. Update attorney/client working group lists. Perform other related duties as assigned/requested. Heavy involvement with the preparation of expense reports, check requests and routing approved vendor statements to Accounting for payment. Schedule and calendar appointments, such as department meetings/seminars, attorney and client meetings. Coordinate conference room requests, including catering and audio/visual equipment needs. Coordinate travel arrangements and assist with logistical requirements that pertain to the travel. Document handling, including document editing, printing, scanning, copying and filing. Editing/Correcting time narratives using the Firm’s time entry system. Assist Billing Team with the retrieval of invoice backup. May assist with proofreading material. Assist with the Firm’s Stock Certificate Program under guidance from the team’s Corporate specialists and in conjunction with Information Governance. Schedule messengers and other vendors for pick-up and delivery. Serve as a liaison for Firm personnel and help them navigate the departments and resources. Provide daily check-ins with assigned Administrative Departments to create positive working relationships with the Business Center. Heavy involvement with special projects, as assigned/requested. High level of attention to detail. Excellent written, verbal and organizational skills required. Possess interpersonal skills necessary to support positive working relationships and to effectively communicate, interact, and follow instructions with demonstrated poise, tact and diplomacy. Ability to proofread typed material for grammatical, typographical and spelling errors required. Exemplary client service skills, with the ability to interact with various departments, all levels of firm executive personnel, vendors and contractors required. Working Proficiency in MS Office applications – Word; Excel, PowerPoint, Outlook required.

Company info

Fenwick & West LLP.
801 California Street
Mountain View
California
United States 94041
Website : http://www.fenwick.com