Administrative Assistant (Part Time)

Description:

Essential Duties and Responsibilities:

• Prepare all outgoing mail, packages, envelopes, and certified receipts; weighing and metering for accurate postal rates, and preparing FedEx and UPS Packages
• Route incoming mail and prepare outgoing mail, email, fax correspondence, and vendor deliveries. Hand deliver any certified, registered, or express mail packages to staff/other offices
• Perform copying and scanning as needed
• Stock copy machines on a daily basis and maintain inventory of copier/printer supplies
• Assist with greeting visitors, issuing parking validations, direct incoming calls, and scheduling/setting up conference rooms
• Assist and answer Los Angeles main phone line, and other office phone line coverage.
• Maintain and update the physical library of the Firm.
• Assist with maintaining firm hardcopy and electronic files in accordance with the firm’s established system
• Manage sorting and transferring of obsolete materials from active files to storage off-site
• Assist legal staff in day-to-day activities and complete special projects as assigned
• Maintain the office appearance, including tidying the office and kitchen
• Manage any food orders for lunches or special events
• Arrange domestic travel as needed
• Consistently promote and model courteous service in a prompt and efficient manner
• Maintain positive relationships with internal and external clients through professional honest interaction
• Apply strong interactive skills to ensure that all reception and conference services are provided seamlessly and positively for all visitors, clients, attorneys and staff
• Coordinate with other Administrative Assistants to assist with coverage as needed
• Maintain compliance with all company policies and procedures
• Assist with management of office social events
• Circulates memorandums and notices from building management to Los Angeles office.
• Assists with new hire set up, including managing building access cards, ordering office keys and ensuring desk has all necessary equipment, proving office tours, etc.
• Manages scheduling of maintenance requests and plant maintenance.
• Assists when needed with large legal projects, scanning, printing and copying.

Requirements:

Education and/or Work Experience Requirements:

• High School Diploma or GED; associate’s degree preferred
• Tech savvy and able to maintain and trouble shoot office equipment
• Attention to detail, strong organizational skills, and able to multi-task
• Excellent verbal and written communication skills with proven customer service skills
• Excellent computer proficiency (MS Office – Word and Outlook)
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
• Professional work appearance

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards
• Must be able to lift and carry up to 20 lbs.
• Must be able to talk, listen and speak clearly