Administrative Assistant

Profile

The Administrative Assistant role provides administrative support to the President of the firm and other senior team members. Job duties consist of handling complex to highly complex assignments as well as the routine day-to-day administrative tasks.

Responsibilities Include:

• Calendaring - Calendar management/resolution of conflicts. Scheduling meetings, including video and audio conference calls.
• Timekeeping – Monitor and input attorney time in accordance with firm policy.
• Communication - Interact and act as a liaison with internal and external clients, business partners, outside counsel, internal and external office staff, expert witnesses, and vendors.
• Continuing Legal Education – Monitor requirements and enroll attorneys in specifically requested courses, arrange travel, process associated expenses, and file/send completion records.
• Document Preparation - Draft, edit, track changes/redline, and/or proofread communications and documents, create and update organizational charts, compare document versions, print/copy/scan, and utilize Worldox as the document management system of record to create/maintain business value documents.
• Excel - Create, edit, and update spreadsheets utilizing provided data, format spreadsheets, and organize data.
• Expenses - Process expense reports according to firm policy, route/process invoices, and process check requests.
• Legal Matter Management - Open, close, and update matters.
• Intake/Routing - Manage intake and routing of requests including those received via shared email boxes.
• Mail - Distribute incoming and outgoing mail, faxes, express mail and send outgoing mail.
• Meeting Logistics - Prepare meeting agendas, materials, presentations. Coordinate reservations for meeting space, equipment needs, and catering.
• Office Supplies - Place orders for supplies, business cards, and maintain supply rooms.
• Presentation Materials - Create, edit, and update presentations and create visual presentations such as charts and graphs.
• Records Management - Maintain accurate and organized physical and electronic files in accordance with the records management policy and procedure.
• Research - May assist with legal research on the Internet or Westlaw with attorney or paralegal guidance.
• Travel - Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation.
• Visitor Logistics – Receive guest, arrange for visitor/temporary badge access, reserve workspace, and act as primary point of contact for visitors including greeting and escorting them throughout the facility.

Required Qualifications, US:

• 4+ years of Administrative Support experience, or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education

Desired Qualifications:

• Ability to follow policies, procedures, and regulations
• Ability to handle confidential material in a professional manner
• Ability to manage changing travel itineraries, accurately manage expense reimbursement, manage a busy calendar and appointments flawlessly
• Ability to prioritize work, meet deadlines, achieve goals, and work under pressure in a dynamic and complex environment
• Ability to provide strong customer service while actively listening and responding in an appropriate manner
• Ability to read and interpret legal documents
• Ability to work effectively, as well as independently, in a team environment
• Advanced Microsoft Office (Word, Excel, Outlook, and PowerPoint) skills
• Demonstrated leadership in identifying and implementing process efficiencies and sharing best practices with others in order to improve the overall effectiveness of the team
• Excellent technical skills
• Excellent verbal, written, and interpersonal communication skills
• High level of motivation, demonstrated ability to be proactive and adaptable to change; leads self and others through change
• Highly proficient in drafting and proof-reading written documents utilizing proper grammar, punctuation, and spelling
• Strong attention to detail, including accuracy in grammar and a sharp focus on eliminating errors

Job Type: Full-time

Benefits:

• Vacation Leave
• Paid Time Off
• Firm Medical, Dental, Vision, Life Insurance
• Disability
• 401k
• Profit-sharing
• Sponsorship to one Professional Organization
• Fitness Club Membership
• Retention Bonus

Schedule:

• Monday to Friday

Company info

The Charleston Group