Job Details
Administrative Assistant
A reputable law firm with a 40+ year history is looking for an Administrative Assistant for their front desk. The firm specializes in estate planning, probate administration, and trust administration. In this role, you will be the first point of contact when clients walk into the office. You will wear several hats: Office Manager, Receptionist, Appointment Setter, and Administrative Assistant.
Location: Westlake Village, CA
Salary: $23.00 - $27.00/hr (DOE)
Schedule: Mon-Fri 9:00 AM-5:00 PM
Responsibilities:
- First Contact for Walk-in Clients; Greet clients and assist as necessary
- First Contact for Phone-in Clients; Answer Phones
- Confirm appointments via phone or email as appropriate
- Schedule appointments for new or existing clients including setting tasks
- Process incoming and outgoing mail including stamping and scanning
- Open and Close the office including switching on/off safes, lights, and air purifiers
- Stock and Clean the Kitchen Area
- Order all office Supplies and maintain a supply list
- Prepare and Return Original documents (Estate Planning, Trust Administration and Probate)
- Legal correspondence (drafting/editing)
- Personal and attorney task management
- Notary Public (ideal)
- Back up for Legal Assistant as needed
- Special Projects Collect Unpaid Storage Fees; return old/out-of-state originals
- Manage Accounts Receivable/Payable
Requirements:
- Strong written and verbal communication
- Professional / Courteous/Empathetic
- Highly organized and Eye for detail
- Experience working with confidential documents
- Critical thinking skills are a must
- Experience using Windows, Adobe Acrobat
- Quick learning on a computer is a must
- Advanced experience using Windows 365
- Experience using client management software is a big plus
- Experience using Clio Practice Management Software is a big plus
- Experience using Zoom Suite of Video Software (phones, meetings, internal communications) is a plus
- Intermediate Excel using formulas is a plus
- Experience posting on Social Media is a plus
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