RESPONSIBILITIES AND ACCOUNTABILITIES:
Reception

1. Provides front desk reception support, greeting clients and visitors in a prompt and courteous manner, determining their needs and notifying appropriate person(s) of arrival. Ensures reception area space is neat and orderly at all times; reports any physical defects to Office Administration.
2. Handles calls on the Arc Enterprise Attendant Software (telephone console) and promptly distributes telephone calls to the proper attorney or staff person. Assures that every reasonable attempt is made to see that the caller's needs are met.Places callers into voicemail or takes accurate messages and ensures prompt delivery when necessary.
3. Reinforces firm visitor policy. Sends e-mail to the office to announce visiting attorneys. Secures reception area by restricting non-employees from entering office space without an escort. Arranges for all visitors to wear visitor passes in accordance with firm policy.
4. Arranges for building access for visiting lawyers, staff, and clients through OneFacility software. Maintains and tracks use of extra security access fobs by temporary visiting attorneys. Coordinates building security id/access card photo with building security for all new employees.
5. Assists visitors with administrative, business, and travel inquiries and support, as needed. Validates client requests for parking while visiting the firm. Maintains and reconciles parking validation log for month-end processing.
6. Assists with reserving office space for visiting firm attorneys and staff.Makes inquiries regarding duration of stay and technology needs.Coordinates with Information Technology staff as applicable.
7. Maintains conference room reservation schedules, monitors use of conference rooms and ensures all information is completed in conference room software.Coordinates with Operations and Information Technology staff on equipment and other audio/video setups as may be required.
8. Assists with and coordinates various meetings and social functions for the office, firm, and clients, as requested. Maintains catering menus and coordinates catering and hospitality requests, conference room setups, and cleanup details. Orders refreshment/meals upon request, recording setup/order details in electronic conference room scheduler. Maintains log of all catering orders to ensure receipt of invoice and/or processes firm credit card charges to ensure prompt payment to vendors.
9. Maintains the upkeep and professional appearance of visiting offices, common areas, including the kitchen and appliances, conference rooms, and other common areas of the offices.
10. Coordinates front desk coverage for any period of absence including breaks and lunch, as needed. Communicates coverage plan with Office Administrator, Regional HR Manager, Sr. Operations Administrator, and those providing coverage.

Office/Firm Administration

1. Provides general administrative support to local and firm-wide departmental needs, projects, and initiatives, to include Human Resources and Office of Lawyer Recruiting & Development recruiting and evaluation efforts, Marketing & Business Development initiatives, and Operations and Information Technology support.
2. Provides general administrative support to office-wide needs, projects, and initiatives. Prepares and distributes vendor invoices for approval and payment by Accounts Payable on a daily basis. Assists with other general office tasks as requested.
3. Orders and arranges delivery of various celebratory gifts and funeral acknowledgements.Assists with miscellaneous shopping of office gifts and items for office activities (baby gifts, miscellaneous parties).
4. Handles the pick-up and distribution of daily mail, interoffice mail, and inter-departmental mail.Updates and distributes internal contact lists and other information.
5. Logs daily incoming and outgoing deliveries including interoffice pouch(s).Processes and tracks daily incoming and outgoing shipments via Federal Express, UPS, U.S. Mail, and messenger services.Ensures shipments include applicable client/matter numbers.
6. Assists the Office Administrator and the Sr. Operations Administrator in maintaining current business continuity and emergency preparedness documentation and equipment throughout the office to include:Business Continuity plans, evacuation plans, floor plans, shelter in place rooms and the required inventory of supplies for SIP rooms, emergency radio testing and works with Landlord during fire and life safety drills.

Legal Team Support

1. Provides general administrative backup support for legal teams and to attorneys including, but not limited to, time entry, timely processing of expenses and payment requests, answering telephones (forwarded to front desk), organizing Inbox, coordinates travel arrangements, utilizing Interaction where appropriate, reviewing and routing internal and external mail and managing client matter files and folders.
2. Performs various support services and helps arrange departmental services (e.g. arranged by-hand deliveries, coordinates assistance from team/Document Processing Center, contacts duplicating or telecopy services, duplicates documents); has working knowledge of fax, photocopy, and scanning equipment.
3. Supports legal teams to ensure client/matter electronic materials (emails, documents, etc.) are stored in EMF and not to Outlook folders, drives, etc.As requested, provides appropriate level of administrative support to attorneys to manage electronic files (e.g. managing attorney's Inbox, moving emails from Outlook folders to EMF, separating attachments and filing in appropriate files).
4. Performs others projects as assigned.

MINIMUM QUALIFICATIONS REQUIRED:

1. Education:High school diploma or equivalent required.College degree preferred.
2. Experience: Experience in a professional services office or other legal support experience preferred. Knowledge of Microsoft office required.
3. Other Minimum Qualifications: Must be able to sit for extended periods of time.Ability to type accurately and handle administrative-type duties.Ability to pay strict attention to detail.Must exercise initiative in problem solving and be capable of making sound decisions in the absence of clear instructions. Ability to work well under pressure and excellent interpersonal communication skills required.Ability to prioritize workload and adapt to changing conditions essential.Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to changing conditions.Visual acuity needed for transcription, extensive reading and input (typing) of information into computer, and operating telephone console equipment.Ability to receive and convey detailed information through oral communication.Essential competency processes include language ability, reasoning and memory. To perform this job successfully, the incumbent must possess the abilities or aptitudes to perform proficiently each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

EEO/drug-free workplace/E-Verify participant/Female/Minority/Veteran/Disability.
Please view Equal Employment Opportunity Posters provided by the OFCCP here.
The information offered on this site does not constitute an express or implied contract, and may be modified or revoked without notice at the discretion of Hunton Andrews Kurth LLP.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)