Overview
Personal Assistant / Administrative Assistant Jobs in Newport Beach, CA at The Saywitz Company
Stoel Rives LLP has an immediate opening for a Receptionist/Administrative Assistant in our Anchorage office. This role is responsible for all receptionist duties and provides overflow administrative support to attorneys and staff in our Anchorage office. This position reports to the Office Coordinator.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES
1. Reception/Client Service
Answer incoming calls and transfer as needed; greet visitors; direct clients to the appropriate conference rooms; ensure client needs are addressed promptly; stock and set up conference rooms; coordinate conference room reservations; and coordinate catering for meetings and events.
2. Security/Safety Protocols
Observe all visitors, when necessary, inform building security and office coordinator of any problems; execute emergency response procedures; lock and unlock doors on schedule; report minor facilities problems to appropriate firm and building personnel; work with office coordinator to conduct office safety committee meeting and maintain safety resources; and issue access cards and keys as necessary.
3. General Office/Administrative Support
Maintain office directory; coordinate receipt and sending of all incoming and outgoing mail and deliveries; order supplies; enter and process data including approval forms, expenses, vendor invoices, firmwide contact database and distribution lists
4. File and Records Maintenance
Photocopy, scan, fax, print and organize documents; work with the records team to maintain electronic and physical files
5. Teamwork
Communicate and collaborate with team regarding workload and availability to assist; produce consistently accurate and high-quality work products; and contribute to improvements in efficiency and quality of work.
Other duties as assigned.
ESSENTIAL CAPABILITIES
The individual must possess excellent oral and written communication skills; strong customer service orientation; ability to work in a team environment and juggle multiple priorities; pay close attention to detail; be open and receptive to change in the work environment; confident, outgoing, and friendly personality; maintain a professional appearance at all times; prompt, regular, and predictable attendance; be a constant-learner, flexible, proactive, efficient and resourceful; take initiative; have strong organizational, grammar, and proofreading skills; have clear, effective, and professional verbal and written communication skills; and be proficient and fluent in reading, writing, and verbal communication in English.
Technical Skills
Accurately type 40+ wpm
Intermediate proficiency in Microsoft Word
Beginner proficiency in Microsoft Office (PowerPoint, Excel and Outlook) Suite and Acrobat
Working knowledge of MacPac, iManage, Express Scribe, Emburse, Intapp, Rendezvous meetings, Workshare Compare, Metadata Assistant, and InterAction is a plus
Physical/Mental Capabilities
Operate a telephone, personal computer, and all types of photocopy equipment and other necessary office equipment; read and comprehend handwritten and typed notes or instructions; type on a computer keyboard in a sitting or standing position for extended periods of time during a 7.5‑hour workday; learn and effectively use software applications; accurately record and deliver phone messages; and carry files, binders, and pouches of files short distances.
EDUCATION & EXPERIENCE
High school diploma or equivalent required. At least one year of experience providing administrative or reception support in an office setting. Law firm experience preferred.
NORMAL WORK HOURS
This position is non-exempt, with a standard work schedule of 37.5 hours per week. The schedule for this position is 8:30 a.m. to 5:00 p.m., in-office Monday through Friday. Overtime may be required on occasion and this position is eligible for overtime compensation.Show more
Title: Personal Assistant / Administrative Assistant
Company: The Saywitz Company
Location: Newport Beach, CA
