Administrative Assistant

4 weeks ago

Ventura, United States Hermance Law Full time
Job DescriptionJob Description

Our Team is our Greatest Asset 

We are seeking a friendly and professional Administrative Assistant to join our esteemed estate planning law firm. The ideal candidate will be the first point of contact for clients and visitors, ensuring a positive and welcoming experience. The Administrative Assistant will handle a variety of administrative tasks and play a pivotal role in maintaining the smooth operation of the firm.

Compensation:

$18 - $20 hourly

Responsibilities:
  • Greet clients, visitors, and guests in a warm and professional manner, creating a positive first impression
  • Answer incoming calls, direct them to the appropriate person, or provide information as needed
  • Manage and coordinate the firm's appointment scheduling, ensuring optimal utilization of attorney and staff time
  • Assist clients with initial inquiries, scheduling consultations, and collecting relevant information
  • Handle incoming and outgoing mail, packages, and deliveries efficiently and accurately
  • Maintain a tidy and organized reception area, ensuring it reflects the firm's professionalism and attention to detail
  • Monitor and manage the firm's general email inbox, forwarding messages to the appropriate recipients
  • Provide administrative support, including data entry, filing, photocopying, mailings, and scanning documents as required
  • Collaborate with colleagues to ensure seamless communication and effective workflow throughout the office
  • Manage office supplies and inventory, placing orders when necessary to ensure a well-stocked and organized workspace
  • Assist with special projects and events as assigned by management
  • Uphold confidentiality and discretion in handling sensitive client and firm information
Qualifications:
  • High school diploma or equivalent; additional education or certification in office administration is a plus
  • Previous receptionist or administrative experience, preferably in a professional office environment
  • Exceptional interpersonal and communication skills, both written and verbal
  • Strong organizational skills with keen attention to detail and accuracy
  • Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment
  • Ability to multitask and handle a high volume of incoming calls and visitor interactions
  • Professional and polished appearance with a customer-centric attitude 
  • Discretion and understanding of the importance of maintaining client confidentiality
  • Ability to work collaboratively within a team and independently when necessary
  • Knowledge of estate planning terminology and processes is a plus, though not required
About Company

We are a boutique law firm that focuses on estate planning, probate, and trust administration. We pride ourselves on delivering a personalized, seamless client experience by combining expert legal knowledge with cutting-edge technology.

At our firm, teamwork is at the heart of everything we do. Our mission is simple: to understand and meet each client's unique needs with compassion, empathy, and respect. Together, we work tirelessly to provide unwavering support for clients and their families, ensuring a smooth journey through the complexities of estate matters.

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