Administrative Assistant - Front Desk

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

• Mail & Document Management: Handle daily incoming mail, including sorting, scanning, distributing to the appropriate staff, or filing in the correct client folder. Create and prepare correspondence, reports, emails, and other documents. 
• Team & Operations Support: Support the Executive Assistant in planning and executing firm events, team activities, and staff meetings. Maintain a calendar of staff birthdays, work anniversaries, and U.S. holidays, and coordinate recognition efforts such as cards, gifts, and team lunches. 
• Financial Processing: Process incoming payments, including logging check payments into the firm's billing system, making bank deposits and client billing communications. 
• Office & Facilities Coordination: Oversee all kitchen and office supplies, including receiving and unpacking deliveries, stocking and organizing supply areas, maintaining inventory, placing reorders and running errands as needed. 
• File & Data Maintenance: Maintain a well-organized client, HR, and other administrative files.
• Client Intake: Receive, screen, and direct telephone calls as needed; serve as the face of the firm to walk-in guests, projecting a positive and welcoming image. Field intake calls, explaining the firm's service offerings, assessing fit, and directing callers to the appropriate staff member or referral service. Opening and closing clients matters within our firm systems. Enroll clients into the firm’s sexual harassment training program. Maintain a polished and professional presence across all phone, email, and in-person interactions.
• Front Desk: Manage the conference room, including setting up audiovisual technology, welcoming and accommodating guests, and ensuring the space is cleaned and reset after meetings. Enter guest into security portal. Some conference room needs may require an 8:00 A.M. start time. 
• Other Duties: Perform other duties as assigned by supervisor.

REQUIRED QUALIFICATIONS/SKILLS:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred but not required.
• 1-4 years of professional administrative, receptionist, or clerical office experience.
• Excellent verbal, written, and interpersonal communication skills, and ability to summarize information clearly and concisely.
• Excellent verbal, written, and interpersonal communication skills.
• Expert proficiency with Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams) and Adobe.
• Demonstrated stability and commitment in previous professional roles.
• Courteous and professional manner on the telephone and in person.
• Ability to listen carefully, take direction, and coordinate work with a variety of personalities.
• Strong organizational skills and the ability to manage multiple priorities effectively.
• Highly trustworthy with a high level of discretion and confidentiality.
• Maturity, dependability, and consistent punctuality.

DESIRED QUALIFICATIONS:

• Experience with legal assistant tasks.
• Fluency in spoken and written Spanish is a plus.

PHYSICAL REQUIREMENTS:

• Regularly required to sit for extended periods of time.
• Frequently required to use hands and fingers (including the use of computer keyboards).
• Required to use ears/voice to talk or hear (including the use of a telephone).
• Occasionally required to walk, stand, reach with hands and arms.
• May occasionally need to lift and/or move reams/boxes of printer paper weighing up to 50 pounds.

BENEFITS:

• Health insurance
• Dental insurance
• Disability insurance
• Life insurance
• 401(k) profit sharing
• Generous PTO policy 
• Professional development budget
• Discretionary bonus
• Other

TO APPLY:
 Submit résumé & cover letter to asalgado@prinz-lawfirm.com with subject line “Administrative Assistant Application.”