Administrative Assistant

Profile

Administrative Assistant

Duties: Performs all duties associated with reception services including answering phones, taking and delivering accurate messages, welcoming visitors, tracking access cards, coordinating meals, and other tasks and duties that comport with serving clients in a premier-level professional services firm Creates a positive, welcoming impression in all interactions with visitors, callers, and personnel. Serves as first point of contact for internal visitors, delivering a high level of professional client service, assisting where appropriate, and coordinating specialized assistance as required. Manages booking of conference areas and guest offices; ensures that conference rooms and guest offices are neat and orderly. Liaises with office services, IT, legal secretarial staff, and other departments to ensure that rooms and offices are stocked and requested services are provided, and that any needed equipment is in place. Orders lunches/refreshments for meetings and events. Keeps accurate and up-to-date lists of Firm personnel, floor maps, and security lists. Helps to coordinate the local office safety efforts; serves on the office safety team. Provides a wide range of administrative support relating to office operations, client service capabilities, budget and environment. Provides assistance to functional groups on a range of administrative tasks which may include handling and management of confidential information and entering this information into related internal databases. Assists with requests for client gifts; monitor, track and report stock. Assists with preparation of pitch material and other marketing-related documents. May serve as on the ground support for hosted events onsite. May coordinate local and firm wide projects and events as assigned by the Director of Administration and local managers. May assist with new hire orientation including scheduling, greeting new hire, initial onboarding and conducting portions of orientation, assembling new hire packets, conference room coordination, and follow-up. Prepares and assign general ledger and client matter information for invoices, provide T&E review and check request processing to ensure adherence to Firm policies and procedures. Prepares correspondence, reports, memoranda and other documents. Under direction of Director of Administration and local managers, research budget account variances. Under direction of Director of Administration and local managers, work with vendors, local and firm wide managers and other appropriate personnel to investigate and resolve issues, including billing and invoice discrepancies, vendor relations, and order processing. Collaborates with team members, legal secretarial staff and other groups to provide designated and “as needed” administrative services to assist in delivering exemplary service. Arranges conference calls. Receives deliveries of items such as faxes, files, and boxes and routes them appropriately. Coordinates travel arrangements through the Firm’s travel department. Prepares expense reimbursements; accurately inputs, codes, and routes invoices and inputs check requests. Performs general word processing, including creating, editing and proofreading practice-specific legal documents, forms, and correspondence, ensuring accuracy and completeness. Assists with billing process, including editing prebills, generating reports, and sending out final invoices. Assists with creating and maintaining client/matter lists and communication lists. Assists with organizing and maintaining physical and electronic documents and files in a timely manner. Creates and maintains working files and binders as requested. Utilizes firm technology to accurately store email messages and maintain and retrieve files. Utilizes Outlook to schedule appointments and calendar dates. Maintains contacts in Outlook. Assists with timenote entry, including inputting timenotes, editing, proofreading, and closing them on a daily basis. Obtains approvals and coordinates attendance for outside training programs (MCLE). Proactively follows-up regarding feedback on completed projects and requests for additional assignments.

Additional Information

Job ID: 8639

Company info

Morrison & Foerster LLP.
5200 Republic Plaza 370 Seventeenth Street
Denver
Colorado
United States 80202-5638
Phone : 303-592-1500
Fax : 303-592-1517
Website : https://www.mofo.com/