This non-exempt, part-time position (9:00 AM - 2:00 PM, Monday-Friday) fulfills a variety of responsibilities to keep the Providence, RI office running smoothly, including office coordination, receptionist duties, and administrative support.

General Responsibilities

• Ensure that the office always maintains a professional appearance, including the kitchen/break room and conference rooms. Responsible for keeping all areas well stocked and neat.
• Cover reception desk at lunch and for vacations when necessary. Answer phones in a timely manner and dispatch appropriately. Greet and direct visitors, provide coffee, tea, and water as required, and schedule conference rooms. Maintain conference room calendars in Outlook.
• Order office and kitchen supplies and maintain inventory.
• Assist with copy/print/scan jobs.
• Communicate with building management for any office needs (heat, bathroom supplies, etc.).
• Assist in overflow of administrative assistant work. Assist other staff members in file maintenance (typing labels, tabs, organizing and archiving files, tapes). Perform general word processing as needed, fill in for other assistants as needed.
• Work directly with visiting attorneys to ensure that they have workspaces; organize conference rooms and luncheon requests for visiting attorneys; complete assistant work as assigned.
• Pick up, sort, and distribute mail daily. Ensure mail is dropped off nightly. Ensure adequate postage in the meter. Prepare FedEx shipments as requested.
• Represent the Providence office on committees. Work closely with the Office Manager to coordinate office gatherings, holiday parties, social gatherings, etc.
• Troubleshoot problems with copiers, faxes, and computers. Call for repairs or notify IT Help Desk when necessary.
• Process library materials, including filing newspapers, new releases, and books. Circulate publications according to predefined routing slips and update these lists as necessary. Coordinate with Manager of Library Services about Library issues and communicate receipt of new items to the Library Assistant in the Portland office.
• Train employees and temporary agency receptionists to provide back-up.

Knowledge, Skills, and Abilities Required

• Excellent client service orientation.
• Ability to multitask and excellent follow-up.
• Strong attention to detail and organizational skills.
• Solid interpersonal/communication skills.
• Technical proficiency with Microsoft Office Suite (Outlook, Word, Excel)

To apply, please submit your cover letter and resume to Maria Howson at mhowson@pierceatwood.com