Receptionist/Legal Administrative Assistant (Temp-to-Perm) (DFM #688)

Company Confidential

National law firm near downtown Dallas is seeking a Receptionist/Legal Administrative Assistant who will be responsible for answering incoming callas, directing calls to appropriate individuals, mail distribution, ordering of supplies, assistance, as necessary, with conference room scheduling, providing administrative support duties for two attorneys and other general office support encompassing a variety of clerical and other administrative activities and related tasks.

 

Receptionist:  Various duties and responsibilities include, but are not limited to:

  • Professionally answer telephone, identify caller, and direct caller to the appropriate person.
  • Transferring a call to an individual’s voice mailbox when the individual is unavailable or requests you to do so.
  • Handling any special requests for callers in the manner requested.
  • Having a thorough understanding of the functions of the phone and voice mail systems with an ability to train new employees in the efficient use of phones.
  • Greeting and announcing guests in a professional, friendly, hospitable manner.
  • Preparing the office for business day, including maintaining reception area and conference rooms in neat and orderly fashion at all times, and preparing conference rooms for meetings, as requested.
  • Assisting in ordering lunch when required.
  • Acting as the liaison with building/tenant services as necessary for maintenance issues and as requested.
  • Reporting equipment issues to appropriate maintenance companies and following up through issue resolution.
  • Validating guest/client parking as requested (Note:  no validation for vendors or opposing counsel/parties unless requested by attorney).
  • Timely distribution of overnight deliveries.
  • Acquiring incoming mail, sorting and timely delivery of same in addition to posting outgoing mail.
  • Ordering, receiving and stocking kitchen and supply room inventories.
  • Assisting with general clerical duties as requested, including copying, scanning, faxing, filing, collating, notebook preparation and file folder labeling/organization.

 

Administrative Assistant:

This position serves as the primary administrative assistant providing support to a team of legal staff including, but not limited to, one or more attorneys and paralegals as assigned or as needed.  Will work under the supervision of the Executive Director of Administration with the attorneys overseeing all legal work.  Various duties and responsibilities include, but are not limited to:

  • Drafting, preparing and/or processing documents, reviewing same for accuracy and completeness.
  • Comparing documents for consistency.
  • Creating and editing documents.
  • Preparing reports or other written materials from documents.
  • Proofreading documents for spelling, grammar, and formatting; making appropriate changes to same.
  • Handling confidential and non-routine information.
  • Preparing drafts of correspondence, reports, documents and/or other written material as requested.
  • Obtaining court guidelines in order to correctly e-file documents.
  • Scanning and/or copying documents as required.
  • Assisting with preparation for meetings and hearings.
  • Maintaining and/or creating files and record keeping systems in accordance with firm policy.
  • Sorting, labeling, filing and retrieving documents and other materials as required.
  • Receiving calls and greeting clients; taking and relaying messages, responding to requests for information, providing information or directing clients/callers to appropriate individual(s).
  • Maintaining calendars, schedules and coordinating appointments as requested.
  • Scheduling and organizing meetings, travel, hotel reservations, conferences and meetings, etc. as requested.
  • Preparing attorney expense reimbursement forms as required.
  • Working independently and as a team member to achieve common goals.
  • Keeping work area organized and neat.
  • Entering timekeeper timesheets as requested.
  • Assisting Marketing Director with internal and external Firm Newsletters and marketing campaigns.
  • Assisting Marketing Director with Firm website updates.
  • Assisting Marketing Director with compilation of pitch packets and other marketing materials.
  • Assisting Marketing Director with in-office and other Firm events and meetings.
  • Assisting Recruiting Director with lateral and other interview schedules and evaluation tabulation compilations as requested.
  • Other tasks similar in nature as may be required.

 

Core Competencies:

  • Proficiency in MS Word, Outlook, Excel, PowerPoint, and Internet (including specific court) research.
  • E-filing.
  • Preparation of TOAs and TOCs.
  • Excellent verbal and written skills required.
  • Ability to work overtime, occasionally at the last minute.
  • Must have a high level of interpersonal skills to handle sensitive and confidential situations.
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Must be detail oriented.
  • Must be proficient in organizational skills.
  • Must have knowledge of secretarial and office administrative procedures, including the use and operation of standard office equipment.
  • Must have knowledge of various computer software applications in word processing, spreadsheets, database and presentation software (including TOAs and TOCs as noted above).
  • Must take initiative to identify and analyze problems and generate alternative solutions that lead to improved work practices.
  • Demonstrates professionalism and accountability.
  • Analytical ability to gather and summarize data for reports, find solutions to various administrative problems and prioritize work.
  • Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

 Hours:  8:30-5:00 Monday-Friday

 

Firm provides an excellent benefit package for their permanent employees (parking included).

 

 

 

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