Administrative Support Assistant/Office Services chez Jones Walker LLP

Description

The Administrative Support Assistant / Office Services role in our Miami office is multi-functional and designed to support the operational needs of the firm. This position combines administrative support, office services, and front desk coverage. The ideal candidate is professional, dependable, and adaptable, with strong organizational and communication skills as well as the ability to multi-task and prioritize assignments.

Key Responsibilities

Administrative Support

• Provide overflow secretarial support to attorneys and Legal Administrative Assistants.
• Edit, format, and proofread correspondence, memos, reports, and legal documents.
• Maintain calendars, schedule meetings, and arrange travel.
• Enter attorney time for billing and assist with monthly billing processes.
• Handle expense reimbursements, check requests, and invoice processing.
• Maintain and retrieve client files (electronic and hard copy).
• Collaborate across teams.

Office Services

• Perform general clerical tasks including copying, scanning, faxing, and filing.
• Prepare courier packages.
• Distribute mail and manage supply inventory.
• Manage hospitality functions such as meeting setup and refreshments.
• Maintain and clean shared areas, including kitchen, copy room, and conference rooms. 

Reception Coverage

• Serve as backup receptionist, greeting visitors and answering phones professionally.
• Maintain a welcoming and organized front desk environment.
• Ensure coverage during absences, breaks, and peak periods.

Qualifications

• High School Diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Prior experience in legal administrative support, office services, or reception is a plus.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills, both written and verbal.
• Strong organizational and time management skills.
• Ability to maintain confidentiality and handle sensitive information.
• Professional demeanor and dependable work ethic.

Work Environment

• Full-time position – Monday through Friday with a schedule of 8:30 AM to 5:00 PM (or as determined based on office needs).
• Operates in a professional office setting using standard office equipment.
• Some physical activity required (e.g., lifting boxes of supplies, standing, bending, pushing service cards, moving tables and chairs).
• Must be comfortable working in a fast-paced legal environment with shifting priorities.

The Human Resources department will conduct interviews of qualified individuals prior to requesting a criminal background check, and no job application submitted prior to such interview shall inquire into an applicant's criminal history. If this position is subject to a background check for any convictions related to its responsibilities and requirements, employment will be contingent upon successful completion of a background investigation including criminal history. Criminal history will not automatically disqualify a candidate.