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Administrative Assistant


Administrative Assistant

Administrative Assistant

Clyde&Co
Atlanta, GA

Job details

Job Type


Clyde & Co is a leading, sector-focused global law firm with 400 partners, 2000 legal professionals and 4000+ staff in over 50 offices across six continents. Its core global sectors position it at the heart of global trade and commerce: insurance, trade & commodities, energy, transport, and infrastructure. With a strong emerging market focus, the firm has achieved compound average annual revenue growth of 12% over the last five years, making it one of the fastest growing law firms in the world with ambitious plans for further growth.

A busy administrative role supporting case handlers (including, but not limited to attorneys and paralegals) across the North American Region. The individual should be flexible, proactive and be able to organize themselves well and prioritize their work. Will work closely with attorneys, paralegals and legal assistants, assisting them with their day-to-day needs, at times dealing with confidential information. Should have a professional and proactive approach and a strong focus on client service provision.

This position is fully in office Monday - Friday.

Key Responsibilities

Operations

  • Greets clients and visitors and assist with visitor inquiries
  • Answer all incoming calls from the main switchboard and route them to the appropriate person
  • Provide back up in all areas of day to day office operation
  • Assist in managing local library inventory and supervise library filing updates
  • Assist with attendance office notification when someone is out or is running late
  • Maintain office attendance and visitor log (Covid-19 environment)
  • Manage office phone system. Work with vendors and internal IT department to fix phone issues on as needed basis
  • Assist with new hire orientation
  • Review and process operation invoice statements as needed
  • Assist with office credit card reconciliation report
  • Monthly reconciliations of office credits cards and court docket prepaid accounts
  • Handle new parking requests, validations, and monthly invoices
  • Order new joiner office access cards and assigned property access via Brivo
  • Provide back up to office service clerk as needed
  • Provide back up to records management
  • Profiles into firm document management system all incoming mail, faxes, overnight deliveries, and forwards to appropriate teams for further handling
  • Order new joiner business cards
  • Distribute disposable masks to office visitors
  • Assist with ensuring that social distancing requirements are being met in common areas
  • Assist with ensuring that the SendWordNow database to up to date with most current contact information

Legal Support

  • Works with attorneys and legal assistants to enter litigation/case related dated into firm calendar management program and ensure that closed matters are promptly closed
  • Assists with downloading and saving electronic records
  • Assists with downloading electronic court filings, saving into document management system and routing to appropriate team
  • Assists with closing matter memos
  • Assists with preparation of expense reports and tracking payment of same
  • Assist with additional administrative or legal support ad hoc projects as needed
  • Provide overflow administrative support to practice groups or region as needed

Facilities

  • Coordinate maintenance and cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen, and coffee station in orderly appearance
  • Ensure furniture ordering packages are completed correctly and on time
  • Serves as secondary contact for facilities services in coordinating facilities improvement project
  • Coordinate fridge cleaning with building management and office service team
  • Ensure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building management
  • Ensure the office has enough emergency supplies and emergency preparedness plans are in place
  • Evaluate life & safety procedures and work with management to develop a safe workplace
  • Coordinate bi-annual carpet cleaning schedule
  • Notify specific vendors of any problems with office machines and follow through to see all repairs are completed

Conference Services & Hospitality

  • Supervise and assist all conference room reservations for the office
  • Ensure conference rooms are neat and supplies are maintained at established levels
  • Perform quality of service checks on local conference room meetings
  • Set up conference rooms for meetings and special events
  • Make hotel and car reservations for expecting visitors
  • Coordinate and assist with VIP reception events for clients and employees of the firm
  • Work closely with catering company for all reception and catering needs
  • Provide support in audio visual set-ups for meetings and conference calls

Qualifications:

  • Excellent organizational skills
  • Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
  • Excellent communication skills
  • Self-motivated, pro-active, and able to use own initiative
  • Good attention to detail
  • Flexible approach with willingness to accept a range of varying responsibilities
  • Positive attitude
  • Team player

Experience and Knowledge:

  • 1-3 years of administrative assistant experience, prior law firm advantageous
  • MS Office skills (Outlook, Word, Excel and PowerPoint)
  • Good verbal and written communication skills
  • Accurate typing
  • Excellent spelling and grammar

Clyde & Co shifted to virtual work for the majority of our lawyers and business services team with the global outbreak of Covid-19. This precaution was taken to help protect our people, clients and communities. It is likely that this role will start virtually while the firm continues to evaluate the situation.

Clyde & Co US LLP is committed to protecting the health and well-being of our employees and partners, their families, and members of our community against COVID-19. Accordingly, we require all partners and employees based in the United States to be fully vaccinated against COVID-19 to enter the Firm's office, unless they have been granted a reasonable accommodation based on documented medical or religious grounds. Offers of employment will be conditioned upon applicants presenting proof of full COVID-19 vaccination unless exempted by the firm based on medical or religious grounds.

-Principals Only-

We offer a rewarding work environment that supports professional growth and opportunities. We value diversity in our work place and it is the policy of the Firm to recruit, hire, promote, reassign, compensate and train highly qualified persons without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin, age, disability or any other basis protected by applicable law.


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• Mobile: NA

• Location: NA

• Post ID: 21251321


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