Office Assistant

POSITION SUMMARY:

Our client, Grant, Herrmann, Schwartz, & Klinger (GHSK) is looking for an experienced Office Assistant. The Office Assistant provides general administrative and office support to all team members, as well as directly supporting the Office Manager and Partners, including (but not limited to) calendar management, correspondence, document creation and editing, as well as special projects as needed. Additionally, this role provides support to the Legal Support Team through executing various legal support tasks as needed.

ESSENTIAL FUNCTIONS:

General Office Support

• Provide administrative support and assistance to Office Manager and firm's partners;
• Assist with the management of day-to-day operations of the office;
• Coordinate printing and shipping of materials, format/copy/distribute materials as needed
• Maintaining inventory of needed supplies and purchasing as needed (in coordination with Office Manager)
• Help maintain physical office environment (for example, keeping kitchen area and conference rooms neat and organized, caring for plants)
• Perform ad hoc duties for members of the team, as necessary;

Check/Bill Processing

• Collecting billing information as needed to print checks
• f paper check needed: Process and print checks, scan and electronically file prior to sending, mail checks.
• if online payment needed: Process online bill payment through bank or directly on payee website.

Banking

• Deposit incoming checks at local branches of banks.

Processing Incoming Mail

• Receive and sign for mail and packages, distribute to employees.
• Scanning mail, distributing to recipients.

Guest Support

• Welcome guests warmly and offer assistance (for example, hanging up coats, drinks). Communicate with employee that visitor has arrived.

Phone Support

• Ensure phone is covered at all times, coordinating coverage with Legal Assistant.
• Manage incoming telephone calls, including:
• Ensuring callers are spoken to warmly and receive a high level of customer service.
• Determining necessary information prior to transferring call (for example, caller name, company, reason for call).
• Transferring call, ensuring employee is available and able to take the call first.
• Taking messages, if caller does not want to leave a voicemail; sending email or providing note to employee with message.

Meeting Support

• Schedule meetings, coordinate logistics and prepare agendas and itineraries.
• Arrange conference room scheduling, ensuring no double-bookings
• Proactively determine and fulfill needs for meetings, such as food and beverage, technology, flip-charts or other materials.
• Manage calendars, travel, appointments, and create travel itineraries as needed.

Partner Calendar & Meeting Management

• Manage calendars, travel, appointments, and create travel itineraries as needed.
• Schedule meetings, coordinate logistics and prepare agendas and itineraries.
• Create meeting prep materials.
• Attend meetings, and take clear and concise minutes, keeping accurate meeting records.
• Proactively manage minute to minute and hour to hour day for Partner, ensuring meetings start and end on time.

Legal Support

Support the Legal Support Team as needed, for example:

• Preparing court statements and forms
• Dictating Lawyers' audio files and written notes
• Collecting and delivering documents
• Managing diaries and making travel arrangements for one or more Lawyers
• Supporting legal research and communicating with vendors, experts, Lawyers, opposing counsel and other staff

Contact & Correspondence Management

• Manage contact database, ensuring all contacts are represented and current contact information is kept up to date.
• Create and send polished, error-free communications to internal and external parties, both electronically and through paper correspondence.
• Interact directly with clients ensuring professional and customer-service oriented interactions.
• Manage incoming and outgoing telephone calls for Partner.
• Tactfully and professionally act as gatekeeper to Partner, ensuring accessibility while protecting Partner's time.

Electronic and Paper Filing and Document Management

• Set up and manage paper or electronic files and filing systems, recording information, updating paperwork.
• Prepare and edit documents including reports, presentations, and meeting remarks, ensuring professional language and formatting.
• Keep files (both electronic and paper) organized and accessible to Partner, ensuring work spaces are orderly and stocked with necessities.

Research

• Conduct searches to find needed information, provide summaries of findings

Special Projects

• Manage and assist on special projects as needed

REQUIRED AND PREFERRED QUALIFICATIONS:

•Minimum Education: High-School Diploma

•Preferred Education: Bachelor's Degree

•Minimum Experience: 1-3 years office administrative support experience

Preferred Experience, Knowledge, Skills:

• Polished phone and interpersonal etiquette
• Highly organized and detail-oriented with good judgement and a solutions-focused approach to challenges.
• Works well under pressure with the ability to juggle multiple priorities in a fast-paced environment while still adheres to strict deadlines.
• Strong written and verbal communication skills.
• Exercises independent thinking and critically analyzes problems to come up with solutions.
• Flexible, collaborative team player, with a willingness to take on a variety of diverse tasks.

SCHEDULING REQUIREMENTS

Requires some flexibility in scheduling, such as the ability to work evenings and weekends to meet client deliverables.

TRAVEL REQUIREMENTS

May require light travel to the firm's Miami, FL office.

Grant Herrmann is an equal employment opportunity employer and considers all applicants without regard to race, color, religion, national origin, ancestry, citizenship, gender, pregnancy, age, physical or mental disability, genetic information, service in the uniformed services, or any other basis protected by federal, state or local law.