Administrative Assistant

Overview

• Provide administrative support to attorneys and contractors, ensuring smooth daily operations and efficient task management.
• Assist with scheduling, calendaring, and organizing meetings, including setup, cleanup, and note-taking as required.
• Handle expense reports, reimbursements, and contractor invoices, maintaining clear communication with relevant parties.
• Coordinate logistics for team meetings, including arranging meals and managing communication with vendors.
• Support inter-department initiatives such as mailings, maintaining contact lists, and organizing materials.
• Assist with onsite administrative tasks, including photocopying, sending materials, and organizing office resources.
• Set up Zoom meetings and manage virtual meeting logistics for team collaboration.
• Provide communication support by drafting emails and correspondence to internal and external partners.

Key Responsibilities & Duties

• Schedule and manage calendars for attorneys and contractors, ensuring timely coordination of appointments.
• Process and track expense reports, reimbursements, and contractor invoices, maintaining organized records.
• Support large meetings by scheduling, setting up rooms, and providing note-taking assistance.
• Coordinate logistics for team meetings, including meal arrangements and vendor communications.
• Perform onsite administrative tasks such as photocopying, mailing, and organizing written materials.
• Set up and manage virtual meetings using Zoom and other platforms.
• Draft and send communications to vendors, team members, and external partners as needed.
• Maintain contact lists and organize mailings for inter-departmental initiatives.

Job Requirements

• Associate of Arts (AA) degree or equivalent educational background required.
• Minimum of 3 years of administrative experience, preferably in a professional setting.
• Proficiency in scheduling, calendaring, and managing expense reports and invoices.
• Strong organizational skills and attention to detail for managing multiple tasks effectively.
• Experience with virtual meeting platforms such as Zoom for coordinating team collaboration.
• Excellent written and verbal communication skills for drafting correspondence and managing communications.
• Ability to work onsite Monday through Thursday, with potential Friday availability.
• Flexibility to adapt to varying schedules and commute times as needed.