Administrative Assistant

the Client•Springfield, MA

4d•Hybrid

About The Position

Provide administrative support to Law Department staff. Maintain calendar activity, make travel arrangements and schedule appointments/meetings. Complete expense reconciliation reports. Address mail and may respond to routine requests or forward mail to others in the company more appropriate to take action. Provide back up to other administrative support professionals within the department as needed.

Requirements

Strong calendar management and scheduling experience
Travel coordination and expense reporting
Proficiency in Microsoft Office Suite , especially Outlook
Experience using expense management/reporting tools
Strong organizational, communication, and multitasking skills
Demonstrates proficiency in word processing, calendar management, Microsoft Office applications, document creation, and financial applications and equipment
Ability to understand and apply technology
Open to change as part of continuous improvement; learns from mistakes and identifies improvement opportunities; actively seeks information in face of ambiguity
Addresses customer needs by involving the right resources if needed; asks questions to accurately identify customer needs; seeks feedback from customers and shares with the team
Provides appropriate level of detail during huddles and problem-solving meetings; listens actively and seeks clarifications to check for understanding; keeps updated with all team and employee communications
Surfaces problems and issues with speed and accuracy; asks questions to clarify assignments and priorities; prioritizes activities in order to meet customer needs effectively
Uses standard work to identify opportunities for continuous improvement; suggests improvements to existing processes to support the customer effectively; supports improvement initiatives and is open to new ideas
Uses existing rules, procedures and standard work to guide actions; addresses issues in a timely manner and escalates them as necessary; considers the impact or consequence of actions and decisions
Actively participates in team problem-solving discussions; shares data and information to understand the root cause of a problem; surfaces problems actively as improvement opportunities
Creates a development plan with guidance from manager; accepts feedback without becoming defensive; focuses on continuous development of technical skills critical to the role
Supports accomplishment of team goals; shares information, experience and skills with other team members; helps and supports new and inexperienced employees
Typically has at least 3–5 years of related experience

Nice To Haves

Previous experience supporting attorneys or working as a Legal Administrative Assistant is preferred
Experience in any industry is acceptable; legal experience is a plus but not mandatory

Responsibilities

Manage calendars and schedule meetings
Coordinate travel arrangements
Prepare and submit expense reports
Provide general administrative support to attorneys and the legal team
Assist with document preparation and other administrative tasks as needed
Respond to inquiries (both written and verbal) as needed
Able to prioritize work
Provide back up to other administrative support professionals within the department as needed