Administrative Assistant

Posted 3 days ago

clydeDallas (TX)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Office Administrative Services

SENIORITY

Mid

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About the role

Administrative Assistant Clyde & Co seeks a proactive and detail-oriented Administrative Assistant to join our Dallas office. As a part of our North America Administrative Assistant pool, you will collaborate with other Administrative Assistants across the region to provide seamless support to our fee earners and staff. The ideal candidate will have a service-oriented mindset and be accustomed to working in a fast-paced environment.

Key Responsibilities:

OperationsOversee day to day facility operations and serve as point of contact for general office inquiries
Oversee Reception desk including answering phone and greeting visitors
Assist with new hire onboarding
Review and process operation invoices as needed
Check for incoming faxes and forward them to recipients
Occasional courier runs (as requested)
Assist with copy and print jobs; create binders and labels
Monthly reconciliations of office credit cards and court docket prepaid accounts
Handle new parking requests, validations and monthly invoices
Order new joiner office access cards and assigned property access via Brivo
Provide back up to records management
Profiles into firm document management system all incoming mail, faxes, overnight deliveries and forwards to appropriate teams for further handling
Order new joiner business cards
Legal Administrative Support
Provide overflow administrative support to region as a member of the Administrative Assistant Resource Team (AART)
Assist with downloading and saving electronic records
Assist with downloading electronic court filings, saving into document management system and routing to appropriate team
Assist with closing matter memos
Assist with preparation of expense reports and tracking payment of same
Assist with additional administrative or legal support ad hoc projects as needed
FacilitiesEnsure cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen and coffee station in orderly appearance and stocked with supplies
Copier and printer maintenance: fill machines with paper; order toner, call for service as necessary
Computer set-ups and troubleshooting IT issues
Serve as a secondary contact for facilities services in coordinating facilities improvement project
Coordinate office cleaning with building management and office service team
Ensure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building management
Ensure the office has enough emergency supplies and emergency preparedness plans are in place
Evaluate life & safety procedures and work with management to develop a safe work place
Coordinate bi-annual carpet cleaning schedule
Notify specific vendors of any problems with office machines and follow through to see all repairs are completed
Conference Services & Hospitality
Coordinate guest offices and hospitality arrangements for visiting employees and clients
Ensure conference rooms are neat, and supplies are maintained at established levels
Perform quality of service checks on local conference room meetings
Set up conference rooms for meetings and special events
Make hotel and car reservations for expecting visitors
Coordinate and assist with VIP reception events for clients and employees of the firm
Work closely with catering company for all reception and catering needs
Provide support in audio visual set-ups for meetings and conference calls
Candidate Specification:
Excellent organizational skills
Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
Excellent communication skills
Self-motivated, pro-active and able to use own initiative
Good attention to detail
Flexible approach with willingness to accept a range of varying responsibilities
Positive attitude
Team player
Experience and Knowledge:
MS Office skills (Outlook, Word, Excel and PowerPoint)
Good verbal and written communication skills
Accurate typing (minimum speed 50 wpm)
Excellent spelling and grammar

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