Senior Administrative Assistant

2 weeks ago

St Louis, United States Armstrong Teasdale Full time

Description : The Senior Administrative Assistant is tasked with supporting the Office Manager in the administration of day-to-day office operations and providing excellent customer service to all guests and personnel of Armstrong Teasdale. Additionally, the Senior Administrative Assistant supports the offices attorneys with legal tasks as needed. Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. ```{=html} ``` 1. Oversees all conference center and reception duties including greeting guests and accommodating all guest needs; answering and directing phone calls; processing parking validations; tracking inventory of snacks, beverages, cleaning supplies; may include processing incoming and outgoing packages 2. Serves as the AutomATe administrator for the office, schedules conference rooms, and supports all meeting coordination and videoconferencing set-up 3. Will be required to maintain a current notary commission and be available to notarize documents as requested 4. Handles various accounting tasks such as submitting reimbursement requests in AutomATe and follow up; check requests; may assist with credit card reconciliation 5. Assists with handling scanning of incoming mail; large mailing projects; printing envelopes and labels, certified mailings; and preparation of binders 6. Provides support to timekeepers and practice group legal assistants with time entry; preparation of expense reports and check requests; CLE tracking; coordinating travel arrangements; performing conflict checks; drafting engagement letters; completing file opening; and general overflow clerical/legal work 7. Maintaining client files (both paper and electronic), organizing and filing documents in designated order, and complete electronic scanning 8. Drafting, reviewing and proofreading all documents and correspondence produced, checking for proper formatting, spelling and grammatical errors, as well as ensuring that all signature pages, attachments, exhibits or enclosures are accurate and complete before distribution 9. May coordinate or assist with facilities requests, such as liaising with building landlord, scheduling visitors with building security; and submitting work orders to building management? 10. May support the Office Manager with office needs such as turning over workstations, maintaining floor plans and master office lists; providing support for events; assisting with scanning and copying projects; handling basic printer and copier maintenance; and supporting IT with help desk requests and maintaining the server room # Decision Making - Identifies issues and provides suggestions to day-to-day problems; prioritizes and effectively completes daily tasks Communication - Effectively communicates through written and verbal forms; shares information when asked and understands the appropriate level of confidentiality Leadership - Gives positive feedback to others. Is developing skills to mentor others; asks questions; is assigned work; and focuses on day-to-day tasks Continuous Learning - attends required training; accepts planned change willingly Teamwork - Actively participates in the team and can provide feedback and solutions; listens and responds constructively to others' concerns Alignment to Values - Is aware of the Firm's values and consistently demonstrates them; is aware of the meaning/strategic goal of the Firm's DandI values; has a deep understanding of one's own core functions Education : High School Diploma or equivalent Licenses and/or Certifications : n/a Required Experience: 2-3 year of office experience *Preferred Experience: 3+ years of office or customer service experience with strong knowledge of Microsoft Office and computers. Notary license preferred or ability to obtain after employment commences * []{style=" "}

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