Job Description

Position Summary

The Administrative Assistant is responsible for providing a wide range of administrative support to the Coopers LLP office, including managing the reception area, and the general office space. The Administrative Assistant is expected to represent the firm in a polite and professional manner, and to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors, team members, and clients, while maintaining an atmosphere of teamwork and continuous improvement. The responsibilities of this role will involve becoming the go-to person for the office by taking on a range of tasks which will incorporate office services, reception, and administrative support.

The below is not an exhaustive list but provides an expectation of the likely day to day responsibilities. The Administrative Assistant should be prepared to work autonomously and respond as required working across offices and teams to ensure a high level of client service is always maintained. All responsibilities should be carried out in accordance with firm protocols, policies and procedures and best practices.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Serve as primary contact for general administrative, event, and visitor inquiries.
• Prepare a wide variety of correspondence, memos/letters and email in response to routine questions.
• Answer telephones (internal and external calls); manage call screening, routing, and messages.
• Process, scan, prepare, and distribute incoming and outgoing mail.
• Assist with the planning and execution of internal events.
• Perform clerical, administrative, and special projects, as assigned.
• Ensure the office is well-maintained to provide a professional appearance.
• Interacts positively with attorneys and team members in a fast -paced environment, remaining flexible, proactive, resourceful, and efficient.
• Coordinate arrangements for visiting team members including access to the office, prior identification of workspace, access to phones and any IT requirements.
• Coordinate with third party vendors to arrange copying, custom reprographics/binding, messenger, and taxi services. Administrate online accounts for such vendors and ensure continuity.
• Ensure office supplies are sufficiently stocked and replenished within defined budget guidelines.
• Organizes programs, events, meetings, or conferences by arranging facilities and caterers, creating, and issuing meeting materials or invitations, as required.
• In conjunction with the IT team, manage office technology needs, liaising with IT to identify and address any IT issues.
• Manage office service requests, intra-office moves, space utilization and planning.
• Work closely with vendors on facility related projects as needed, under the direction of the Managing Partner.
• Provide support to Partner(s) to fulfill key firm requirements and ensure that deadlines are met, e.g., client invoicing, time entry, projections, submission of expenses.
• Anticipate administrative needs and create strategies to fulfill them. 

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Excellent command of English.
• Fluent in Spanish is a plus.
• 1-3 years prior experience in customer service or receptionist role required.
• Professional Services and / or Law firm experience is preferred. 
• Excellent written and verbal communication skills.
• Advanced working knowledge of Microsoft Office suite of products is essential. Experience with other applications such as QuickBooks and FileVine would be useful.
• College degree preferred

Required Skills & Education

• Ability to work autonomously and be a proactive self-starter with close attention to detail and an ability to understand the importance of detailed work within a larger context.
• Ability to carry out multiple related activities.
• Ability to work under tight deadlines and multi-task across several different departments and time zones in a fast-paced office environment.
• Be able to make recommendations to effectively resolve problems or issues by using judgment that is consistent with the firm’s standards, practices, policies, procedures, and local regulations.
• Must be flexible and able to respond quickly and positively to shifting demands and opportunities.
• Ability to collaborate in an effective and mature manner with co-workers, vendors, and clients.
• A positive, can-do attitude.
• Demonstrated employment stability.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

· Sitting

· Filing

· Standing

· Light lifting

Note

• This job description in no way states or implies that these are the only duties to be performed by the employee(s) of this position. Team members will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.

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