Our confidential client is actively seeking a friendly, organized, and professional Administrative Assistant to join their team. As the first point of contact for the company, the administrative assistant plays a crucial role in creating a positive impression for clients and visitors. If you are a people-oriented individual with excellent communication skills and a knack for multitasking, apply today to move forward with an interview!

Responsibilities:

• Primary phone contact, field calls and taking in-depth comprehensive messages for staff.
• Schedule and confirm appointments for attorneys and other staff, as necessary.
• Ensure rooms are reserved for office appointments and ensure notaries and witnesses are available, as needed.
• Contact Fed-Ex for pick-up, sort mail, etc.
• Mail and/or email initial consult, no appointment letters, etc.
• Coordinate conference/ video calls with team and clients using Conference Bridge and Zoom platforms.
• Send letters returning original documents to clients; call clients to pick up original documents.
• Responsible for ordering office supplies and other materials as needed for office locations.
• Copy client documents as they are dropped off and/or during appointments.
• Coordinate new prospects, business cards of professionals, home care agencies, etc. into TM.
• Create new client folders for initial consults.
• Scan and link documents as necessary.
• Greet visitors, new clients, clients, delivery people/mailman appropriately.
• Provide refreshments to clients.
• Keep conference room and reception area stocked with notepads, pens, and business cards.
• Clean conference room area after meetings.
• Change ink in downstairs copier.
• Replace ink in postal machine and add postage when necessary.

Qualifications:

• Excellent communication, interpersonal, and problem-solving skills. 
• Ability to remain composed and cordial while handling a high volume of phone calls. 
• Experience in administrative functions is necessary;
• Experience in and/or knowledge of elder care systems, issues helpful.
• High School Diploma or GED. Proficiency in grammar, spelling, punctuation and basic letter writing is necessary.
• Proactive, self-starter, able to work with limited supervision while also working as part of a larger team. Must be capable of critical thinking and exercising judgment with little, or no outside input.
• Able to conduct him or herself in a professional manner and able to maintain confidentiality of sensitive materials.
• Knowledge of Microsoft Office Suite – primarily Word, Excel, and Adobe. Knowledge of Time Matters is helpful.

Schedule:

• Monday through Friday 8:30AM-5:00PM

Salary:

• $42,000 - $48,000 annually corresponding with experience 

Benefits/Incentives:

• Medical, Dental, Vision, PTO, etc. 

JOB CODE: 1000080