Law Firm Department Assistant/Office Assistant

Becker & Poliakoff, P.A.•Naples, FL

3h•Onsite

About The Position

Becker is seeking a highly organized and proactive Administrative Assistant to join the Community Association team. The ideal candidate will excel in a professional and team-oriented environment. The role requires excellent communication skills, meticulous attention to detail, and the ability to thrive in a fast-paced environment. This position is responsible for providing administrative support to the community association practice group’s legal assistants, paralegals, attorneys, and office manager. Also responsible for the day to day office operations.

Requirements

Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Ability to organize files and workflow.
Proficient with Microsoft Office Suite or related software.
High School Diploma required.
A minimum of two years related experience in a law firm of corporate legal department environment required.

Nice To Haves

Associate degree preferred.
Familiarity with iManage, File Site, and Aderant, preferred.

Responsibilities

Prepares conflict information for submission.
Preparation of retainer agreements for final review.
Maintains files and records, to include file opening and closing, according to departmental policies and procedures.
Enters and maintains client contact information in client database according to departmental policies and procedures.
Assists with general clerical and secretarial duties as requested, which may include assembling packages and other correspondence.
Assists with month-end billing processes.
Acts as the point person between their regional office and the marketing department. Responsibilities include planning, organizing, and representing the firm at various events such as seminars, trade shows, educational workshops, and webinars.
Process incoming and outgoing mail, to include interoffice, and special delivery packages such as Fed-Ex.
Assists with scanning, printing, and copying needs.
Assists with mid-level IT Support.
Maintains and restocks office and kitchen supplies.
Maintains conference room(s) to include, meeting set-up/clean-up.
Greet office visitors to include escorting to conference room(s), offering and serving beverages such as coffee, water, soda, etc.
Coordinate office food orders for delivery and/or pick-up for meetings.
Assist Office Manager with office events, such as office luncheons, holiday parties, etc.
Any and all other duties as may be required of the job.