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Office Assistant (Scottsdale)
Scottsdale, AZ · LegalOffice Assistant
Our client is seeking an Office Assistant to support the Scottsdale office.
This position consists of coordination and execution of activities supporting the daily operations of the Scottsdale office. While many of the responsibilities are recurring in nature, there will be requests from all areas of the office and firm as needed.
DUTIES AND RESPONSIBILITIES:
Our client is seeking an Office Assistant to support the Scottsdale office.
This position consists of coordination and execution of activities supporting the daily operations of the Scottsdale office. While many of the responsibilities are recurring in nature, there will be requests from all areas of the office and firm as needed.
DUTIES AND RESPONSIBILITIES:
- Function as the “Face of the Firm” for clients and guests arriving at the Scottsdale office. This includes coordination of meetings rooms or offices, catering and any technology needs.
- Assist LA Receptionist with calls regarding directions and questions regarding the new Scottsdale office location.
- Maintain valet parking logs for clients.
- Assist in the set-up and maintenance of office access cards.
- Assist Estate Plan Attorneys with being a witness in signings when needed.
- Coordinate and work with Office Services to assist the Scottsdale employees with office support requests as needed, which includes preparing invoices for mailing and preparing FedEx labels.
- Coordinate delivery and pick-up of files and documents from outside the office.
- Support the legal assistants by assisting with time entry, preparing expense reports and file opening process.
- Track MCLE information as needed.
- Direct and coordinate maintenance requests for the physical office including furniture and equipment (not including IT).
- Work with the Managing Shareholder and Scottsdale Office Administrator to plan and execute both internal and external events.
- Coordinate physical set-up of offices/work areas for new hires.
- Monitor and order of office and supplies.
- Assist with keeping breakroom and galley stocked and cleaned.
- Coordinate arrangements for attorneys visiting the Scottsdale office.
- Reliable and predictable attendance and the ability to get along with others are essential to this position.
- Must possess strong communication and interpersonal skills and professional appearance.
- Ability to learn quickly
- Ability to work independently but in coordination with other Firm personnel
- Moderate knowledge of Word and Excel and ability to learn other software programs applicable to job.
- Ability to use technology necessary to access Firm records and use software.
- Ability to perform limited secretarial tasks (i.e., preparation of overnight mail packages, filing, data input.)
- Ability to maintain confidentiality of client and employee information.
- Excellent judgment and common sense.
- Ability to prioritize tasks, jump from task to task when needed (shift priorities), and juggle multiple demands.
- Excellent organizational skills and the ability to follow through on projects assigned.
- High school education or equivalent required, some higher education preferred
- Six months to one year experience in law office
- Normal business office working conditions.
- Remain in a sitting position for extended periods of time.
- On occasion be able lift and move up to 20 pounds