InfraHire is looking for an Administrative Assistant position in Pasadena, CA .

Job Description

It is vital that the Administrative Assistant become highly knowledgeable about our service offerings so they can act as our firm'

s ambassador and ask appropriate questions to determine how best to serve the client and direct them to the appropriate colleague.

If you are not a Notary already, we will arrange for you to become one. This role is critical to the success of the firm with the ideal candidate being very organized, forward thinking and a problem solver.

Responsibilities

As part of your strategic partnership with your colleagues at the firm, you will deliver a five star client experience.

• Act as the firm's ambassador and manage the overall client experience from first impressions throughout entire engagement
• Communicate effectively and provide necessary information and forms to clients and staff (e.g., Client Questionnaires (CQ), appointment information, etc.)
• Manage one Attorney's calendar in a fast-paced environment, communicate any schedule changes appropriately, anticipate needs and prioritize workflow accordingly
• Prepare for client appointments by setting up electronic client folders with necessary forms and documents
• Provide effective administrative support to attorney and paralegals throughout client engagement (e.g., client communication, scanning client files, database management, etc.)
• Maintain a welcoming lobby, anticipate and greet clients upon arrival, assist paralegal in conducting signing appointment as a witness or notarize documents
• Preparing Estate Planning binders, being present during signings to Notarize and scanning documents.
• General office administration (e.g., taking all of the office mail to the post office and UPS daily at the end of each work day, taking inventory of supplies and ordering office supplies every two weeks)
• Assisting other offices that ask for assistance with clients in the Pasadena area (scanning documents) and following up with the other offices timely.
• Ensure a well-functioning office that is equipped to deliver a five star client experience

Qualifications

• 3 years of directly relevant work experience
• College degree or equivalent experience
• Notary or willingness to become a notary
• Strong computer experience (MS Office Suite etc.)
• Excellent communication skills (written and verbal)
• Exceptional time management skills (prioritize multiple responsibilities, problem solve, provide accurate and timely work)
• Unwavering commitment to teamwork and delivering a five star client experience

Preference to speak Armenian or Mandarin or Spanish.

InfraHire is an Equal Opportunity Employer.

Last updated : 2024-05-13