Administrative Assistant

A reputable law firm with a 40 year history is looking for an Administrative Assistant for their front desk. The firm specializes in estate planning, probate administration, and trust administration.

In this role, you will be the first point of contact when clients walk into the office. You will wear several hats : Office Manager, Receptionist,Appointment Setter, and Administrative Assistant.

Location : Westlake Village, CA

Schedule : Mon-Fri 9 : 00 AM-5 : 00 PM

Benefits (upon hiring) : Group medical benfits,401k matching up to 6%, up to 15 days paid time off, 8-11 paid public holidays

Responsibilities :

• First Contact for Walk-in Clients; Greet clients and assist as necessary
• First Contact for Phone-in Clients; Answer Phones
• Confirm appointments via phone or email as appropriate
• Schedule appointments for new or existing clients including setting tasks
• Process incoming and outgoing mail including stamping and scanning
• Open and Close the office including switching on / off safes, lights and air purifiers
• Stock and Clean Kitchen Area
• Order all office Supplies and maintain supply list
• Prepare and Return Original documents (Estate Planning, Trust Administration and Probate)
• Legal correspondence (drafting / editing)
• Personal and attorney task management
• Notary Public (ideal)
• Back up for Legal Assistant as needed
• Special Projects Collect Unpaid Storage Fees; return old / out of state originals
• Manage Accounts Receivable / Payable Requirements :
• Strong written and verbal communication
• Professional / Courteous / Empathetic
• Highly organized and Eye for detail
• Experience working with confidential documents
• Critical thinking skills a must
• Experience using Windows, Adobe Acrobat
• Quick leaner on computer is a must
• Advanced experience using Windows 365
• Experience using a client management software is a big plus
• Experience using Clio Practice Management Software is a big plus
• Experience using Zoom Suite of Video Software (phones, meetings, internal communications) is a plus
• Intermediate Excel using formulas is a plus
• Experience posting on Social Media is a plus Benefits (upon hiring) :
• 401k matching up to 6% after one year of service.
• Group Medical Benefits (client offers Group health plan and contribute $100 / month towards employee coverage)
• 6 Sick days per year per CA law.
• Annual paid time off : 5 days / year after 1 year working up to 15 days / year after 15 years employment
• The company observes at a minimum 8 paid holidays per year, many times up to 10-11 depending upon when other holidays occur so as to grant a few long weekends per year. APPLY NOW

Compensation / Pay Rate (Up to) : $23.00 - $27.00 Per Hour

Last updated : 2024-05-20