Administrative Assistant

Sidley Austin•Union City, CA

19d•$55,000 - $65,000•Hybrid

About The Position

The Administrative Assistant provides administrative, reception, and facilities support to help ensure the efficient operation of a fast-paced legal office. This role serves as a key resource for the Office Manager, Attorneys, Staff, Visitors, and Vendors by delivering exceptional customer service, supporting daily office operations, and assisting with a variety of administrative, facilities, and office-related projects. The successful candidate will possess strong organizational and communication skills, keen attention to detail, and the ability to manage multiple priorities in a professional environment. This position offers exposure to administrative support, office operations, facilities coordination, and reception services.

Requirements

High school diploma or equivalent (e.g., GED)
Strong organizational skills and the ability to manage multiple assignments, competing priorities, and time-sensitive deadlines in a fast-paced office environment.
Attention to detail and a commitment to producing accurate, high-quality work.
Professional judgment and the ability to handle routine matters with discretion and professionalism.
Effective verbal and written communication skills, with the ability to interact professionally with attorneys, clients, business professionals, vendors, and visitors.
Strong problem-solving skills and the ability to identify issues and seek appropriate guidance when needed.
A service-oriented approach with the ability to maintain confidentiality and appropriately handle sensitive and proprietary information.
The ability to work both independently and collaboratively as part of a team.
Flexibility and adaptability in managing changing priorities and workload demands.
A positive and professional demeanor, with the ability to build and maintain positive working relationships across all levels of the firm.
The ability to prioritize assignments, meet deadlines, and follow through on tasks with accuracy and attention to detail.

Nice To Haves

Prior experience in a law firm, professional services organization, or corporate business environment.

Responsibilities

Provide general administrative support to Office Manager, Attorneys, Management, and Staff.
Assist with scheduling, meeting coordination, conference room reservations through EMS, and office communications.
Prepare, organize, and maintain office records, reports, and correspondence.
Assist with coordination of office events, meetings, onboarding activities, and employee programs.
Assist with tracking and completing administrative projects and assignments.
Assist with processing vendor invoices.
Provide primary and backup reception coverage as needed, including breaks, lunches, absences, and peak periods.
Greet visitors and clients in a professional and welcoming manner.
Manage incoming calls, deliveries, and visitor access procedures.
Coordinate guest arrivals and conference room hospitality services.
Maintain a positive first impression of the office environment.
Assist with facilities-related projects and office initiatives.
Coordinate with property management, building engineers, vendors, and service providers as needed.
Assist with office moves, seating assignments, and workspace preparations.
Assist with management of office access cards and related administrative processes.
Support emergency preparedness, life safety initiatives, and office compliance programs.
Monitor office conditions and report maintenance or operational concerns.
Assist with inventory management and office supply coordination.
Assist with planning, coordinating, and executing office-related projects.
Follow up on outstanding tasks and ensure timely completion of assignments.
Communicate effectively with internal and external stakeholders regarding project status and deadlines.
Support management with special projects and operational initiatives.