Job Description

Front Desk Administrative Assistant

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Summary

The position serves as the first point of contact for the firm and plays a key role in supporting day-to-day operations. This position provides administrative support to legal and administrative staff, manages reception duties such as answering calls, greeting visitors, and handling deliveries, and ensures the front office remains organized and professional. Additionally, the Front Desk Admin assists with scheduling meetings, coordinating firm events, maintaining internal calendars, and liaising with vendors to support office and event logistics.

Responsibilities

• Maintain confidentiality of client and firm business matters, consistent with legal and ethical obligations. This does not restrict employees from discussing wages, hours, or other terms and conditions of employment as protected by law.
• Provide prompt service to employees, clients, and vendors, representing the firm professionally.
• Handle incoming calls, screen and forward according to guidelines; take detailed messages.
• Monitor night voicemail box and distribute messages according to guidelines.
• Notify staff of unexpected absences and post to the firm calendar.
• Greet visitors and announce them to the appropriate staff member.
• Direct vendors and service technicians appropriately.
• Call for couriers, coordinate package deliveries, maintain delivery logs, and notify staff/subtenants.
• Manage conference room scheduling, including subtenant use, and post daily schedules.
• Maintain the reception area’s appearance and cleanliness, including newspapers, magazines, and furniture arrangement.
• Keep the reception closet and two auxiliary storage closets organized.
• Schedule monthly firm meetings; send Outlook invitations and track responses for catering.
• Order catering, manage set-up and break-down, and maintain a catering log.
• Manage logistics and vendor contracts for firm events, including shareholder meetings, the holiday party, and summer events.
• Produce and distribute the firm’s monthly Events Calendar.
• Select and order staff/client gifts and coordinate memorial donations, following firm guidelines.
• Monitor resume inbox; forward resumes; maintain recruiting logs and assist with applicant communications.
• Communicate relevant building or suite updates to subtenants.
• Assist with preparation of mailings: update/proof lists, assemble, stuff, and seal envelopes
• Support the Director of IT with administrative tasks.
• Manage Zoom scheduling and AV coordination for meetings.
• Stock kitchen and office supplies daily.
• Conduct monthly inventory of supplies and place orders as needed.
• Assist with firm events: venue research, catering coordination, logistics, setup, and cleanup.
• Arrange celebratory or bereavement gifts for employees and clients.
• Submit work orders via building tenant portal.
• Process offsite storage requests, locate and track files, and ensure their return.
• Monitor shredding boxes for security; coordinate vendor pickups as needed.
• Submit check requests for vendors (e.g., Miller’s, Iron Mountain).
• Maintain records in the Document Management System (DM), including scanning, profiling, and retrieving files per firm standards.
• Support attorney/paralegal recruiting activities, including for first-year associates
• Perform legal secretary duties as backup, including:

o Preparing correspondence, memoranda, and standard documents from drafts. o Proofreading and revising attorney drafts; preparing redline versions.

Annual Salary is $55K. This is an onsite position and a 35 hour work week

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