The Siegel Law Group is hiring: Office Assistant in Boca Raton

The Office Assistant provides essential administrative support to attorneys and departments, ensuring the efficient operation of the office. This role acts as a bridge between attorneys, clients, and departments, helping to maintain smooth workflows and excellent client service. A key aspect of this position involves coordinating firm seminars, and ensuring seamless execution and client engagement. This position is an excellent opportunity for someone looking to grow in a professional legal environment. If you are organized, detail-oriented, and enjoy working in a dynamic office setting, especially with event coordination responsibilities, we encourage you to apply!

Responsibilities:

1. Serve as the backup for front desk receptionist by answering calls, directing inquiries, confirming appointments, and providing coverage as needed.
2. Provide direct administrative assistance to attorneys.
3. Review attorney calendars (daily) to ensure all relevant elements are present for a successful future consultation.
4. Process client payments for both new and existing clients.
5. Schedule and coordinate signing appointments, ensuring no conflicts and confirming attendance.
6. Oversee seminar coordination, including tracking attendees, preparing materials, and ensuring all necessary resources are in place for a successful event.
7. Manage pre-seminar tasks such as confirming attendance via phone, email, and text, updating spreadsheets with attendee details, and inputting client data into CRM.
8. Handle seminar logistics, including venue coordination, room setup, signage preparation, and post-event breakdown.
9. Maintain accurate client records by entering and tracking key information in CRM.
10. Monitor and restock office supplies as needed.
11. Perform post office duties, including collecting certified mail and handling outgoing correspondence.
12. Organize and coordinate team celebrations, such as sending anniversary and birthday emails, purchasing cakes, decorating, and preparing cards.
13. Assist with client communication and event coordination by reaching out regarding firm events and sending invitations.
14. Support management with additional administrative tasks and special projects as assigned.
15. Ensure proper office closing procedures, including reviewing schedules, turning off lights, and preparing for the next business day.

Qualifications:

• Proficiency in MS Office (Excel, Word) and Outlook.
• Strong organizational and planning skills.
• Attention to detail and problem-solving ability.
• Ability to work independently and as part of a team.
• Adaptability to changing workloads.
• Excellent written and verbal communication skills.
• Ability to manage event logistics and multitask efficiently.

• High School Diploma or equivalent.
• Minimum of one year of experience in an Office Assistant or Secretarial role (can be substituted by three years of direct client interaction, support, and/or customer service experience).
• Experience in event coordination or seminar management is a plus.

• Ability to lift and move office supplies and equipment as needed.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to set up and break down event spaces as needed.

• Professional office environment with a warm and friendly team.
• Routine use of office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

Compensation: $18 - $20 hourly