Office Services and Events Assistant

Barnes & Thornburg LLP•Wilmington, DE

About The Position

Under the direct supervision of the local Office Administrator and according to established policies and procedures, the Office Services and Events Assistant performs reception, secretarial, and basic accounting duties. The role works closely with the Office Administrator to ensure smooth day-to-day front office operations and provides a polished, customer-focused experience for callers and visitors while maintaining confidentiality regarding client and firm matters. The position supports reception and visitor services, telephone communications, conference room and event coordination, office calendars, supplies, deliveries, and maintenance requests. It also provides administrative assistance such as invoice coding, typing, data entry, mailings, proofreading, time entry, travel coordination, and presentation support. The employee may work more than 40 hours per week and may be required to work non-standard hours for evening events, inclement weather, or business continuity purposes. The role is performed in a normal law office environment, with little exposure to excessive noise, dust, temperature, or similar conditions. The employee must be able to perform the essential duties satisfactorily, with or without reasonable accommodation. Duties may change based on firm needs.

Requirements

Approximately two years of on-the-job experience as a receptionist, event planner, or secretary.
Ability to follow office policies and procedures with minimal supervision.
Excellent telephone skills, verbal and written communication, listening, professionalism, customer focus, organization, informing others, proofreading, basic accounting, and typing skills.
Microsoft Office skills.
Ability to read and write and follow basic directions.
Ability to organize and prioritize numerous tasks and complete them within established time constraints.
Positive outlook and interpersonal skills to communicate in person, by email, and by phone with courtesy, ease, and tact.
Ability to multitask and produce a high volume of work while performing other essential duties.
Highly flexible team player willing to assist all levels of the firm when needed.
Ability to lift boxes and other items weighing up to 15 pounds.
Ability to work more than 40 hours per week when necessary and to work non-standard hours for evening events, inclement weather, and business continuity purposes.

Responsibilities

Open the reception area daily by 8:30 a.m. and keep the reception desk and common areas clean and orderly.
Greet, announce, and log visitors in person or by phone; answer or refer inquiries and provide superior customer service.
Operate a multiline phone console to relay incoming and outgoing calls.
Take accurate telephone messages and deliver them promptly by email or voicemail as directed by attorney instructions.
Reserve conference rooms and gather information for food, event, catering, beverage, and audiovisual arrangements.
Follow security procedures, issue and collect guest building ID badges, and reserve visitor offices.
Maintain directories and lists and update the Reception Desk manual as needed.
Track firm personnel leaving and returning to the office and update office calendars daily.
Support invoice coding, send the daily visitor list, and provide evening room schedule details.
Coordinate conference room activities and scheduling.
Oversee office maintenance and repair requests with the building property manager.
Maintain inventory of front office supplies and amenities.
Create daily shipping labels for couriers, UPS, and mailings as needed, and coordinate other courier runs as requested.
Order lunch for meetings and provide the Office Administrator with cost information.
Provide overflow typing of legal correspondence and assist with data entry and timekeeper entry as requested.
Assist with large mailing projects, including envelope stuffing, mail merges, name tag creation, proofreading letters, and creating mailing lists.
Perform other assigned duties, including assisting with PowerPoint presentations, word processing, time entry, travel coordination, and other projects.
Work with the Office Administrator and Marketing Department to plan and facilitate office events.