Administrative Assistant Job at Hermance Law in Ventura

Our Team is our Greatest Asset 

We are seeking a friendly and professional Administrative Assistant to join our esteemed estate planning law firm. The ideal candidate will be the first point of contact for clients and visitors, ensuring a positive and welcoming experience. The Administrative Assistant will handle a variety of administrative tasks and play a pivotal role in maintaining the smooth operation of the firm.

$18 - $20 hourly

• Greet clients, visitors, and guests in a warm and professional manner, creating a positive first impression
• Answer incoming calls, direct them to the appropriate person, or provide information as needed
• Manage and coordinate the firm's appointment scheduling, ensuring optimal utilization of attorney and staff time
• Assist clients with initial inquiries, scheduling consultations, and collecting relevant information
• Handle incoming and outgoing mail, packages, and deliveries efficiently and accurately
• Maintain a tidy and organized reception area, ensuring it reflects the firm's professionalism and attention to detail
• Monitor and manage the firm's general email inbox, forwarding messages to the appropriate recipients
• Provide administrative support, including data entry, filing, photocopying, mailings, and scanning documents as required
• Collaborate with colleagues to ensure seamless communication and effective workflow throughout the office
• Manage office supplies and inventory, placing orders when necessary to ensure a well-stocked and organized workspace
• Assist with special projects and events as assigned by management
• Uphold confidentiality and discretion in handling sensitive client and firm information

• High school diploma or equivalent; additional education or certification in office administration is a plus
• Previous receptionist or administrative experience, preferably in a professional office environment
• Exceptional interpersonal and communication skills, both written and verbal
• Strong organizational skills with keen attention to detail and accuracy
• Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment
• Ability to multitask and handle a high volume of incoming calls and visitor interactions
• Professional and polished appearance with a customer-centric attitude 
• Discretion and understanding of the importance of maintaining client confidentiality
• Ability to work collaboratively within a team and independently when necessary
• Knowledge of estate planning terminology and processes is a plus, though not required

We’re a high-energy law firm committed to delivering exceptional legal services with integrity and client satisfaction. We believe in collaboration, innovation, and achieving excellence in everything we do. Now, we’re searching for experienced and driven individuals to help us grow sustainably and achieve our ambitious goals.