Administrative Assistant/Receptionist

Our client, a professional services firm located in Nashville, TN, is seeking a Receptionist / Administrative Assistant to support daily front-office operations and administrative functions within a fast-paced office environment. This role serves as the first point of contact for clients and visitors while also supporting attorneys and internal teams with conference center coordination, office logistics, and general administrative support. This position reports directly to the Nashville Managing Shareholder and Director of Administration.

Responsibilities Include:

• Assist attorneys and staff with booking conference room meetings and events

• Order catering for meetings as requested, maintaining a detailed log of receipts

• Set up and break down meetings and meals as needed

• Ensure conference rooms and break areas are clean, organized, and fully stocked with beverages and supplies

• Confirm video meetings and technical needs are properly set up; coordinate with IT remotely as needed

• Create WebEx meetings upon request and distribute meeting details to appropriate parties

• Coordinate and maintain the conference center calendar

• Perform reception duties, including answering phones and greeting clients and guests

• Receive and coordinate delivery of FedEx, UPS, and USPS items

• Order office, break room, and conference center supplies

• Assist with internal office meetings, holiday events, and office-wide functions

• Support large print jobs and light document processing

• Coordinate processing of administrative invoice payments

• Assist with new-hire onboarding and visiting attorney office set-ups

• Perform additional administrative duties as assigned

Qualifications:

• Minimum 1-2 years of catering, receptionist, or administrative experience; conference center or hospitality experience is a plus

• Strong interpersonal, teamwork, and customer service skills

• Excellent verbal and written communication abilities

• Exceptional organizational skills with the ability to manage multiple detail-oriented tasks simultaneously

• Ability to thrive in a fast-paced, professional environment

• High level of professionalism and discretion

• Proficiency in Microsoft Office

• Ability to lift up to 40 pounds and move/organize boxes and office supplies

• Flexibility in daily schedule to accommodate front desk coverage

• Willingness and ability to work overtime as business needs require
  

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)