Overview

Foley & Lardner LLP's Tampa office is currently seeking a Administrative Assistant/Receptionist who will be responsible for providing professional, high quality service to clients, visitors and colleagues. The ideal candidate possesses excellent interpersonal skills, has impeccable customer service skills, superior computer skills, and enjoys meeting, greeting and assisting clients, visitors and colleagues. Must have a calm, methodical approach when working in a fast-paced environment and ability to handle multiple requests. 

Responsibilities

• Greet clients and visitors, inform attorneys and/or staff of their arrival and follow up until the guest has been met and/or directs guest to appropriate meeting room
• Afford hospitality to visitors while in reception area
• Answer incoming calls and gives general (non-legal) information to callers, route calls to appropriate individual, transfer calls to other Foley & Lardner offices
• Review and forward messages left in the after-hours voice mail
• Ensure reception and switchboard areas are neat and orderly at all times
• Maintain a general knowledge of the firm, its legal functional areas and know to whom to direct calls within the firm
• Monitor EMS (Event Management System) and review daily reports on conference room schedules
• Order and handle catering for meetings, as needed (backup office services)
• Monitor conference rooms daily to ensure that they are presentable for the day’s meetings
• Manually process same day conference room requests and cancellations. Contact Office Services, Technology, etc., as appropriate
• Assist with office event planning
• Validate clients/guests parking, as appropriate
• Send email to office for management and attorney visitors, as appropriate
• Notify building management of maintenance issues and handle general work orders with the building, as needed
• Participate in and coordinate life safety committee
• Sign receipts and routes incoming express deliveries and hand-delivered mail
• Alert the designated Office Services Assistant of visitor office setup for upcoming visitors
• Maintain and update visitor office welcome information
• Observe general reception area for security or emergencies; call appropriate supervisor in difficult situations
• Prepare reimbursements using Chrome River
• Provide general administrative support for the Tampa office

Qualifications

• High School Diploma or GED required 
• Minimum of two (2) years of experience as a Receptionist or Administrative Assistant required; prior law firm or professional services experience preferred 
• Working knowledge of all Microsoft Office platforms, including Teams, preferred
• Other required skillsets and attributes include:
  • Highly organized and detail-oriented
  • Proactive and result-oriented
  • Skilled in coordinating and managing multiple projects/assignments/priorities simultaneously 
  • Excellent communication and interpersonal skills
  • Works effectively within a team environment

Foley offers a comprehensive benefit program which currently includes Paid Time Off; Paid Holidays; Medical, Dental and Vision insurance; 401(k) Retirement; Disability and Life insurance; Adoption Assistance; Backup Care for Dependents.