Administrative Assistant

Administrative Assistant

Key Responsibilities

Act as the primary point of contact for the firm by welcoming clients and visitors, managing incoming calls, and ensuring a professional and friendly experience.

Provide top-tier support for meetings and events, including coordinating logistics, arranging rooms and technology, managing catering, and collaborating with internal teams to ensure smooth execution.

Handle administrative tasks such as organizing files, preparing correspondence, processing mail, scanning documents, and assisting attorneys with document management.

Support accounts payable functions by processing vendor invoices, verifying billing details, tracking expenses, and working closely with vendors and the accounting department.

Assist with daily office operations including managing conference room bookings, monitoring office supplies, coordinating facility requests, and helping the Manager of Operations with various office needs.

Stay informed on firm policies, staff roles, and available resources to provide accurate guidance to clients, colleagues, and internal teams.

Qualifications and Skills

Exceptional customer service and interpersonal skills, with the ability to engage professionally with clients, attorneys, staff, and visitors.

Strong written and verbal communication skills, presenting a polished and professional demeanor suitable for a law firm environment.

Ability to prioritize tasks effectively, adapt to changing demands, and maintain attention to detail and accuracy.

Proven capacity to work independently with minimal supervision and collaboratively in a fast-paced team setting.

Proficient in Microsoft Word, Excel, and PowerPoint, with experience in Microsoft Teams, Zoom, or other legal video conferencing platforms preferred.

Flexibility to adjust work hours and provide support during high-demand periods to meet client needs, case deadlines, and firm operations.

Professional appearance and strict adherence to the firm’s dress code and confidentiality standards.

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.