Administrative Assistant

The Administrative Assistant's primary goal is to greet visitors to our office and execute the printing and scanning workflows essential for client signing ceremonies. This role provides vital clerical and administrative support to optimize daily workflow procedures and maintain a seamless operational environment. Strategic Firm Value Contribution to Profitability Marketing Support: Functions as a critical marketing support asset by being the welcoming, trustworthy, and helpful "first face" an outsider encounters, setting the tone for the client experience. Resource Maximization: Handles repetitive administrative tasks to shield other teammates and attorneys from interruptions, allowing them to focus fully on revenue-generating legal work, client service, and lead generation. Risk Mitigation: Acts as the primary point person for supply needs and meticulously logs client documents to ensure no critical asset falls through the operational cracks. Internal Dependencies Operational Hub: All internal office staff and attorneys rely directly on this position to keep the physical office running smoothly. Client Success Link: This role serves as the central hub for fulfilling client needs during signings and keeping critical records organized for the whole team. Compensation: $40,000 - $42,000 yearly Responsibilities: Core Responsibilities Client & Visitor Engagement Firm Ambassadorship: Greet team members, guests, and visitors warmly to create a stellar, positive, and professional first impression on behalf of the firm. Hospitality & Environment: Ensure all visitors feel welcome and comfortable by offering beverages and fostering an atmosphere of welcome, calm, and support. Arrival Notification: Promptly notify team members when a client arrives for a scheduled meeting, ensuring the client is provided with an accurate wait time. Meeting Room Preparation: Prepare conference rooms in advance of client meetings, ensuring they are stocked with all relevant materials, including plan documents, pens, and client gifts. Office Operations & Facility Maintenance Daily Readiness: Assume full responsibility for opening and closing the office each day. Cleanliness Standards: Take pride in keeping the entire office space clean, orderly, and well-stocked, which includes maintaining kitchen and office cleanliness. Supply & Inventory Management: Monitor and check inventory stock levels to anticipate material needs. Conduct comprehensive weekly inventories of office, kitchen, and general supplies. Ensure all necessary paper products and supplies are fully stocked in the kitchen and work areas. Maintain and prepare client gift bags while tracking gift inventory weekly. Notify the COO of supply requirements based on targeted goal numbers, and place authorized orders for office and kitchen supplies as required. Verify the accurate receipt of all ordered supplies. Equipment Care: Keep all office equipment operational by strictly following manufacturer instructions and established firm procedures. Administrative & Document Management Mail & Delivery: Retrieve mail, deliveries, and packages daily from the firm’s P.O. Box, and maintain meticulous logs of all incoming and outgoing mail and deliveries. Routing: Correctly direct all mail and incoming deliveries to the appropriate team member. Firm Mailings: Prepare all outgoing mail and coordinate lead/client mailings, including printing and bundling promotional event postcards and sending out birthday and anniversary cards. Client Portfolio Assembly: Build, label, and maintain client portfolios and tabs in an organized and timely fashion, ensuring they are fully complete and ready ahead of the client's Final Meeting. Document Collateral: Print signing ceremony, estate planning documents, and event collateral in a timely, accurate manner. Digital Filing: Scan and upload final executed signing ceremony documents and other incoming client records directly to the correct client folders without error. Ceremon…

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