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Administrative Assistant

3 months ago

Miami, Florida, United States Baker & McKenzie Full time

Description



The Administrative Assistant - Contract (12 months) will assist the Office Administrator by performing administrative tasks.

Responsibilities:

  • Accounts payable functions - submitting promptly through Chrome River and Service Now, all charges made on the office Credit Card, sometimes including calling the vendors should any charges appear to be erroneous
  • Administrative functions:
  • Provide parking & access cards to recruits (attorneys and staff)
  • Provide travel cards (Miami-Dade Transit) to mostly staff and sometimes attorneys; make monthly payments of online invoices to County
  • Maintain office list of card holders, which includes cards lent to visiting attorneys, and staff who may have lost and/or misplaced their cards
  • Update office telephone list
  • Assist new associates (usually from the Miami Office) as a member of the NA Secretarial Service Team
  • Organize Annual Secretarial Appreciation Day
  • Organize Thanksgiving Lunch
  • Ensure office plants are maintained satisfactorily
  • Send bi-weekly reminders to Business Professionals relating to the completion of their Timesheets
  • Keep up-to-date with all the in-house training concerning administrative functions as well as new office procedures (this sometimes includes updates re Word/Excel/PDF)
  • Submit new applications to Miami-Dade County and the City of Miami for attorneys joining the Miami office; These applications are usually followed by payment to each entity for these attorneys for their Business Licenses
  • Make the annual payment for all the attorneys; The City of Miami will mail the annual invoice
  • Ensure that we receive the Florida Labor Law Posters, which must be displayed in both kitchens
  • Take care of the documents in the office safe, this includes retrieving and placing documents in the safe. In this respect, the Excel Spreadsheet document must be updated. Also, a copy of the v1\MIADMS 2 memos with instructions on what is taken out or added must be placed in one of the binders (kept in numerical order)
  • Maintain the list of attorneys, which is displayed in the lobby downstairs
  • Back-up secretarial services Workflow Coordinator such as handles e-mails from attorneys (New York and Miami offices) who, in the absence of their assigned assistants, need help with various tasks
  • Maintain Administrative and Personnel files
  • Send a calendar list of the annual Firm holidays via e-mail to: *Mia - All Miami users
  • Back-up OA as needed
  • Buildout project and move back up - attend meetings/calls when the OA is not available. Take notes. Help with invoice payments, organizing meetings, assisting with the preparation of the move, etc...
  • Open all of the Dispute Resolution Principal's new matters, which is an expansive international list and requires lots of follow-up

Skills and Experience:

  • High School Diploma or equivalent
  • Spanish and Portuguese skills are a plus
  • Proficiency in word processing software
  • Organization skills
  • Problem-solving skills
  • Flexibility
  • Time management skills
  • Attention to detail
  • Resourcefulness
  • A minimum of Intermediate knowledge of Word, Excel, and PowerPoint
  • Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc)
  • Very able to complete fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs
  • Can work independently prioritizing work and meeting deadlines
  • Knowledge of marketing resources and relevant materials
  • Excellent English verbal and written communication skills
  • Actively pursues opportunities for self-development/collaboration
  • Understands Firm structure and available resources
  • Looks for ways to improve processes and/or procedures
  • Some analytical ability is required to find solutions to various administrative problems and prioritize workloads


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