Administrative Support Specialist

POSITION PROFILE

Provides exceptional customer service to the firm by performing a variety of job duties and responsibilities within a legal environment. Maintains the highest level of professionalism and a willingness to assist legal professionals, including law partners, paralegals, legal administrative assistants, and other firm personnel through value-added services and administrative support.

Job Duties and Responsibilities

• Meets and greets all visitors and employees, providing a professional and welcoming experience while consistently exceeding service expectations.
• Schedules meeting rooms, ensuring each conference room is properly prepared with required supplies, beverages, and video conferencing equipment prior to meetings.
• Answers incoming telephone calls made to the firm, following firm and Ricoh telephone etiquette standards while maintaining professional communication.
• Participates in company-sponsored events, community service initiatives, and firm philanthropic activities.
• Performs light clerical and administrative duties, including:
  • Performing clerical tasks requiring knowledge of legal procedures and terminology, as required.
  • Preparing documents, maintaining files and calendars, and scheduling appointments and meetings.
  • Preparing legal documents and correspondence from drafts or dictated text, as required.
  • Managing calendars and assisting with meeting deadlines.
• Performs light housekeeping duties and maintains an organized and professional workspace.
• Provides value-added services as approved by the Site Manager or Supervisor.
• Develops and maintains professional relationships with clients and firm employees.
• Learns and understands the firm’s culture, key personnel, and organizational structure.
• Demonstrates an understanding of firm expectations regarding client and visitor interactions.
• Maintains proper visitor and guest security procedures in accordance with firm and Ricoh policies.
• Monitors the whereabouts of attorneys and staff to appropriately handle telephone calls, visitors, and inquiries.
• Serves as a firm concierge for guests, clients, and employees by maintaining familiarity with local restaurants, hotels, transportation options, coffee shops, and other area resources.
• Maintains a professional appearance and ensures the cleanliness of the firm lobby and reception areas.
• Orders office and hospitality supplies as needed and organizes supply rooms and storage areas.
• Provides light hospitality services, including preparing coffee and water service and coordinating food and beverage orders.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications) Typically Required

• High school diploma required.
• Two (2) years of related business experience preferred.
• Strong preference for administrative experience, particularly within a law firm or legal environment.
• Associate degree or bachelor's degree preferred.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
• Excellent customer service skills and strong attention to detail.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong organizational, interpersonal, and communication skills.
• Professional demeanor and positive attitude.
• Proactive approach to customer service and problem-solving.
• Ability to maintain confidentiality and professionalism in a legal environment.
• Strong verbal and written communication skills.
• Ability to build effective relationships with clients, attorneys, and firm personnel.

Working Conditions, Mental and Physical Demands

• Typically works in an office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are diverse and require the ability to interpret, comprehend, and apply complex information, data, and instructions, as well as prepare, provide, and communicate a variety of information.
• Some physical effort is required. While the position is primarily sedentary, it may involve walking, standing, bending, reaching, lifting, or carrying objects weighing up to 50 pounds (e.g., files, supplies, paper, books, and office materials).
• Requires moderate manual dexterity and regular use of office equipment, including computers, keyboards, calculators, telephones, and other tools requiring hand-eye coordination.