Job Description
POSITION SUMMARY:
Provide direct administrative support to firm owner both professionally and personally handling all aspects of owner’s office as requested.
Responsibilities:
· Direct administrative support (both personal & professional) to attorney to include, but not limited to: direct coordination of daily calendar to include scheduling all staff and client appointments, scheduling project days and assist in keeping attorney on schedule at all times; answer/screen/initiate phone calls for law firm; respond to all client requests on behalf of attorney to include any needs, solutions to any problems, changes to clients documents and organize/summarize all items communicated to attorney; timely preparation and submission of all assigned projects to include, but not limited to, proposals, agreements, flyers, direct mail letters, marketing materials, type/compose correspondence as needed/requested, prepare/edit/print client planning documents; updating client case management software and client databases; internet research as requested; review/distribute mail for attorney’s review and respond to inquiries as appropriate; separation of all articles/ads received and provide to attorney all new articles on Estate Planning/Probate/Wills, along with any new competitor ads; organization/tracking of attorney travel as requested; stock office supply needs; request office maintenance as needed; provide lunches and other meals as needed; routine filing.
· Maintain confidentiality and work independently
· Greet visitors
· Responsible for Phone System (includes general voicemail & Holiday messages)
· Pick up/sort/distribute mail daily
· Maintain files, provide reports for State Bar, Certified Specialist, CFP and all continuing education classes to include on-going tracking of continuing education credits
· Preparing and distributing invoices for client and other bills/invoices
· All other projects as assigned
REQUIRED Skills:
Excellent Telephone/Meeting Etiquette, Excellent/Positive/Client-focused Oral Communication Skills, Written Communication Skills, Interpersonal Skills, Professionalism, Organization, Planning, Ability to Work Independently and Proactively, Proofreading and Grammatical Skills, Time Management, Computer Literacy
Education/Training:
Certification, Associate Degree or Bachelor’s Degree preferred and preferably at least one (1) year related work experience in a business setting; if High School Graduate highest education level, requires at least two (2) years related work experience in a business setting.