Administrative Assistant to COO (Law Firm)

This position will provide support to the COO’s office and assist the EA to ensure the efficient and effective day-to-day operation of the office. The successful candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills. The individual will have advanced Word, Excel and Powerpoint skills and be familiar with Project Management methodology and terminology. The Administrative Assistant will possess the ability to work independently on tasks delegated by the EA and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Office administration

· Ensure public office space is always client ready;

· Stock office Pantry, and maintain relevant inventory. Order pantry supplies as requested;

· Create and maintain database and spreadsheet files as needed;

· Receiving/distributing of office mail/packages to staff;

• Code and submit expenses for office staff as needed;
• Provide secretarial and administrative support to management and other staff;
• Make travel, meeting and other arrangements for staff;

· Update firm contacts in firm CRM system according to firm style sheet;

· Assist with office events, including firm outings, special events, parties, etc.;

· Assist with document productions;

· Photocopy and scan sensitive files;

· Ensure office copy room(s) are well stocked with supplies, and maintain relevant inventory of items. Order supplies as requested.

· With the guidance of the EA for the COO will plan, coordinate and ensure that the COO’s schedule is followed and respected.

· Will assist in providing cover to COO in the absence of the EA, by providing gatekeeper and gateway management.

· Will liaise with Senior Business Leaders on behalf of and under the guidance of the EA to the COO on various matters relating to the COO’s initiatives.

· Will research, prioritize and follow up on incoming matters as directed by the COO.

Front Desk

• Answer incoming calls within three rings, transfer and direct calls as per firm protocol;
• Ensure that the COO’s Desk is fully manned at all times and coordinate lunch/rest breaks with the supervising EA and Office Manager;
• Redirect incoming faxes;
• Send visitor/package arrival messages to the appropriate personnel;
• Greet all visitors and employees in a courteous and professional manner and direct them to the proper person, office and/or conference room;
• Maintain client and employee confidentiality;
• Schedule meetings and closely monitor conference room calendars and conditions (i.e. any maintenance issues, tidiness, etc.);
• Perform meeting setups and breakdowns as required;

· Help maintain security by liaising with building security on expected and unwelcomed guests;

· Serve as general information center. Must be knowledgeable about the firm, its practice areas, employees, clients, and legal terms;

POSITION REQUIREMENTS:

Ø 3 years + experience gained within professional services, a law firm environment would be advantageous.

Ø Advance knowledge of Microsoft Office Word, Excel and Powerpoint.

Ø Ability to collaborate in an effective and mature manner with co-workers and clients;

Ø Ability to be a proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context;

Ø Must be flexible in order to respond quickly to shifting demands and opportunities;

Ø Ability to work under tight deadlines and multitask;

Ø Ability to plan and organize effectively;

Ø Ability to work with several departments in a fast paced office environment;

Ø Ability to work effectively in a culturally and educationally diverse atmosphere;

Ø Must pay attention to detail and follow up on all assignments to completion;

Ø Must possess the ability to work independently and contribute to a team.

Ø Professionalism, confidentiality and discretion are essential for this role.

Job Type: Full-time

Salary: $45,000.00 to $50,000.00 /year

Experience:

• relevant: 3 years (Required)
• of working in a law firm: 1 year (Required)
• advanced excel: 3 years (Required)

Work authorization:

• United States (Required)