Administrative Assistant

Administrative Assistant Overview

• The Administrative Assistant is a vital member of the Administrative Services team, supporting daily operations across global offices.
• This role delivers proactive and detail-oriented support in office management, facilities, executive assistance, and administrative services.
• Collaborates with cross-functional teams to ensure a professional and efficient environment for clients, visitors, and colleagues.
• Requires flexibility and autonomy to adapt to shifting priorities and provide support across multiple teams.
• Works closely with the Global Operations Team, Office Managers, and Executive Assistants to maintain operational excellence.
• Ensures coordination and execution of tasks that support local office needs and broader firm-wide initiatives.
• Provides first-line troubleshooting for office setups and escalates issues to relevant departments as needed.
• Supports planning and execution of office events and community initiatives, including facilities and catering arrangements.
• Maintains a welcoming and professional environment for all stakeholders.

Administrative Assistant Key Responsibilities & Duties

• Act as the first point of contact for visitors and employees, ensuring a professional welcoming experience.
• Manage incoming calls, mail, and packages, ensuring accurate routing and distribution.
• Coordinate meeting room setups and breakdowns, ensuring readiness for engagements.
• Monitor and replenish office pantry and supply areas, managing inventory proactively.
• Support planning and execution of office events, including facilities and catering arrangements.
• Deliver timely administrative support via the firm’s ticketing system, adhering to policies and procedures.
• Coordinate travel arrangements and logistics for attorneys and staff, ensuring compliance with firm policies.
• Maintain and update client contact information in the firm’s CRM system.
• Provide backup administrative support for the Executive Assistant as needed.

Administrative Assistant Job Requirements

• Minimum 2 years of administrative experience in professional services, corporate, or legal environments.
• Associate of Arts (AA) degree required.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint).
• Must have or agree to obtain a Notary Public license for the requisite jurisdiction.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Self-motivated and detail-focused, capable of working independently and collaboratively.
• Comfortable working under pressure and meeting tight deadlines.
• Professional and effective communicator with colleagues, vendors, and clients.
• Adaptable and responsive to shifting demands and opportunities with a positive attitude.