Administrative Assistant

We are seeking an outgoing, positive and organized Administrative Assistant to join our law firm. When guests arrive at the office, you will greet them and determine the reason for their visit. You will support our staff with clerical duties, including answering phones, making copies, and organizing files. When necessary, you will also input information into our database to ensure our electronic files are updated. We prefer candidates who have some administrative support experience, but we are willing to train the right person.

Administrative Assistant Duties and Responsibilities

• Welcome office guests, visitors, and clients, and direct them to the person or office they are visiting (offer beverage)
• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages
• Support office staff and attorneys with clerical tasks
• Manage calendars, schedule appointments, and coordinate meetings for attorneys
• Plan and schedule meetings, presentations, other office-related events, and travel arrangements; send reminders regarding upcoming appointments
• Type out paper and electronic correspondence and prepare outgoing mail and packages
• Help prepare presentation materials, draft and proofread correspondence
• Monitor and maintain office equipment and supplies; request repair or restocking when necessary
• Ensure office is kept clean and organized at all time
• Special projects

Administrative Assistant Requirements and Qualifications

• High school diploma or GED certificate
• 1+ years of experience as an administrative assistant a plus
• Punctual and reliable
• Confident, poised, positive, professional style and exceptional inter-personal skills for interaction with clients dealing with sensitive matters
• Ability to communicate effectively, both verbally and in writing, with clients, experts, witnesses, opposing counsel, co-counsel and court personnel
• Ability to communicate efficiently with co-workers in a professional manner
• Fast, proficient, and accurate typist
• Proficient with Microsoft Suite and common office equipment
• Excellent customer service and communication skills
• Ability to work with others in a team setting
• Self-starter who works well independently

Note: This job description is intended to provide a general overview of the position. Other duties may be assigned as necessary to meet the needs of the organization.

Schedule: Hours of employment: 10:00 A.M. to 4:00 P.M., Tuesday through Friday, up to 30 hours per week. The days of the week, start and end times may change based on need.

Work Environment & Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the responsibilities of the position, these work environment characteristics are representative of the environment the person in this position will encounter. While performing the duties of this job, the employee will work in a professional, fast paced office environment that may require additional hours to complete work.

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. If an employee is unable to perform the essential functions of the position, Villaume & Schiek, P.A. will evaluate whether a reasonable accommodation can be made to enable the employee to perform the described essential functions of the position. Generally, due to the nature of this office position, while performing the responsibilities of the position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds. Vision abilities required by the job include close vision.

No phone calls please.