Job: Administrative Assistant to Firm Administrator

John Bales Attorneys is seeking an Administrative Assistant to the Firm Administrator who will provide day to day assistance to the Firm Administrator as well as to the Senior Management Team of the law firm. Duties include clerical assistance with correspondence, secretarial support, calendar scheduling, Human Resource related tasks, and routine office-related functions.

Essential Duties & Responsibilities:

Provide general support to the Firm Administrator including preparation of materials and reports.

Provide support to the Senior Management Team.

Screen incoming calls and correspondence. Set up appointments as needed.

Manage internal/external correspondence. Maintain the calendar of the Firm Administrator.

Assist with human resource related tasks such as payroll entry and managing accruals.

Coordinate and schedule meetings and conference calls.

Assist with property management including maintenance of the facility and relationships with vendors to ensure that proper building maintenance is performed.

Performs other duties as assigned.

Adhere to all company policies and procedures including, but not limited to those identified within the Employee Handbook, as may be amended from time to time. Adhere to all firm guidelines.

Minimum Knowledge, Competencies & Qualifications:

Proficient in MS Office products.

Excellent client communication and customer service relationships. Must be well organized, with good time management and overall effective organizational skills.

Polished, professional demeanor and behavior. Must be detail-oriented.

Prior Executive Support experience very helpful but not required. A positive attitude a must.

Ability to multi-task. Comfortable working hard and staying focused on tasks.

Ability to interface well with all teams within the firm. Ability to be objective and business oriented.

Demonstrate the ability to communicate effectively and professionally with clients and external contacts.

Must be able to maintain the highest level of confidentiality. Ability to handle sensitive material concerning the organization