Executive Administrative Assistant

14 hours ago

Santa Monica, United States TalentPlug LLC Full time

Summary:

  • Driving: No
  • COVID Requirements: None
  • Dress Code: Business Casual
  • Interview Type: Phone and then In-Person at a location near the office
  • This is a temp to perm position; at the 3 month mark, the contingent worker will be evaluated for potential conversion to a permanent employee.
  • All in-person interviews will take place at a location near by, not at the actual office.
  • This position is in a law firm environment.
  • The contingent worker will be processing invoices and expenses. The manager is looking for someone who is detail-oriented. Experience with expenses would be a plus.
  • Other tasks include scheduling conference rooms and visitor offices which they will use a software called Rendez-Vous for.
  • They do not need to have experience with this software.
  • The Office Assistant courteously and enthusiastically greets and assists visitors, clients and employees.
  • This position maintains and monitors conference center operations and floor activity insuring that the needs of the visitors and the office are met.
  • The Office Assistant is responsible for assisting with all office operations as directed by the Office Managing Partner or Director of Administration and serves as a public relations representative of the Firm.
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.


Responsibility:

  • Receives visitors and announces their arrival by immediately notifying appropriate personnel
  • Escorts visitors and clients to appropriate conference room, offers beverages, takes coats, calls cabs, places conference calls and makes or confirms airline or hotel reservations as necessary
  • Coordinates teleconference calls and works with the Telecommunication Staff to resolve any problems or issues
  • Coordinates guest office accommodations, enters names of guest into security system, provides appropriate card key for visiting attorneys and distribute weekly guest list to office if so desired by the OMP or DOA.
  • Assists with various facilities related matters such as parking, maintenance requests, event planning, visitor registration, etc.
  • Assists with event planning and catering requests both on-site and off-site for office functions
  • Coordinates maintenance / service activities with vendors and other service providers for the office
  • Maintain breakroom, ordering snacks and related items
  • Insure breakroom and other storage areas are organized
  • Assist with billing, time entry, expenses, travel and other responsibilities
  • Provides for special project assistance which may include, but are not limited to, office set ups, intra-office moves and clean up assistance
  • Performs other duties as assigned or as needed in order to respond to a changing environment and the Firm’s needs.
  • Action Oriented
  • Collaboration Skills
  • Computer Skills
  • Customer/Client Focus
  • Problem Solving / Analysis
  • Time Management Skills
  • Effective Communication


Requirements

  • The requirements listed below are representative of the knowledge, skill, and/or ability required.
  • Requires excellent customer service skills
  • Must be well organized and detail-oriented
  • Possess clear written and verbal communication skills
  • Ability to handle multiple tasks simultaneously
  • Ability to communicate clearly, effectively and in a pleasant and professional manner while engaged with individuals on the phone and with visitors to the office
  • Requires a professional appearance, enthusiastic attitude and a courteous demeanor
  • Ability to deal effectively with individuals on all levels both internally and externally
  • Ability to work overtime as needed
  • Ability to maintain confidentiality
  • Requires the ability to regularly report to work on the days and times scheduled.

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