The DC office of a top global law firm is seeking an experienced Administrative Assistant to join their team!
At least 5-7 years of secretarial experience in a law firm.
RESPONSIBILITIES
- Provides phone coverage using judgment and discretion in screening calls, giving information and taking accurate messages;
- Effectively manages the diary, expense, Interaction and billing processes with attention to detail, and has a good understanding of Finance and client requirements;
- Proactively follows up with various departments and handles problems and inquiries on behalf of Partners and Associates;
- Manages email, calendar and related communications;
- Schedules meetings and sends meeting invitations accordingly;
- Coordinates travel arrangements;
- Handles tasks associated with document production and distribution;
- Maintains and organize files;
- Handles personal matters for attorneys, as requested;
- Proactively offers assistance and provides seamless and consistent backup support to the secretarial team, as well as Conference Services, as needed;
- Partners with Conferences Services to provide support for client and Firm meetings:
- Greets and announces clients with a welcoming demeanor and escorts them to their destination;
- Assists with special projects, events, and orders catering for meetings; and
- Perform other duties, as assigned.
QUALIFICATIONS
- High School Diploma required;
- At least 5-7 years of secretarial experience in a service industry firm;
- Proficiency in Microsoft Word, Excel, Outlook, iManage, Chrome River, Intapp, Workshare Compare, and ability to learn and adapt to Firm document style and procedures; Interaction and 3E a plus;
- Excellent interpersonal and communications skills, both written and verbal;
- Ability to work well under pressure and maintain composure in all circumstances;
- Ability to acknowledge assignments, follow instructions, seek clarification as needed and keep attorneys informed of work status and any delays;
- Ability to complete work promptly and efficiently;
- Strong initiative, anticipation of work needs and ability to prepare and respond appropriately;
- Dependability, flexibility and willingness to assist others; and
- Ability to work overtime, as needed, sometimes without notice.
