Office Administrative Assistant at The Bassett Firm

Description

Job Title: Office Administrative Assistant  

Reports to: Director of Operations

Key Responsibilities and Accountabilities

• Directly supporting owner Mike Bassett. 
  • Ensure offices are clean, organized, and fully stocked with supplies.
  • Handle travel arrangements, speaking engagements, marketing events, and meetings. 
  • Manage awards, marketing materials, and social presence.
• Professionally answer and screen incoming calls and visitors.
• Process checks and Invoices.
• Process attorney inboxes, outboxes, admin emails, and e-files.
• Process closed files & Open new cases.
• Process outgoing and incoming physical mail: U.S. Mail, Courier, Postage, CMRRR, FedEx, Faxes, PIA’s, hand deliveries, greeting cards, thank you notes, & gifts.
• Maintain the Rapid Response Calendar.
• Maintain & Order office supplies.
• Maintain printers, printer access, printer logs, and printing supplies.
• Coordinate Firm events, social media, and assist with newsletters.
• Coordinate & Maintain Attorney Professional Development Memberships.
• Coordinate Thursday Morning breakfast.
• Prepare & Reset rooms for Mediation, Depositions, and Meetings.
• Ensure the reception area, conference room, and kitchen are neat, organized, and always ready for visitors.
• Prepare coffee, cookies, and order meals.
• Assist the Director of Operations with vendor management, office equipment, and overall office morale.
• Provide backup and overflow coverage for Administration: HR Assistant, Paralegal Assistant, Legal Assistants, and Billing      Assistants.
• Assist finance with printing and mailing weekly checks and records requests
• Other duties as assigned.

Skills and Competencies:

• Experience with a previous file management system is strongly preferred.
• Strong verbal and written communication skills.
• Computer proficiency. Must have intermediate to advanced technical skills in Microsoft Office and digital media platforms.
• Ability to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
• Ability to work independently, carry out assignments to completion with limited guidance, and work in a team environment.
• Strong organizational skills and attention to detail.
• Excellent time management skills.
• Ability to work under stressful situations and tight deadlines due to the nature of the legal profession, specifically working with personal injury cases.