Business Center Administrative Assistant

Job Description Summary:

The Business Center (“BC”) plays a vital role in offering best-in-class administrative support services to the firm’s attorneys and business professionals. We are seeking an Administrative Assistant who will report to the Business Center Manager and provide essential support to the firm’s personnel and clients by executing on various administrative tasks. The ideal candidate will be a self-starter who desires to execute the firm’s vision for a “one-stop-shop” innovative, high performing center and demonstrates a capacity to collaborate effectively with attorneys, paralegals, and administrative team members. The position is an excellent opportunity to work in an engaging, dynamic environment, where teamwork, growth, and dedication to delivering superior service are valued and rewarded.

This position offers a hybrid schedule and requires three days on-site per week in office with the possibility of additional required in-office days depending on business and client needs. The work schedule for this position will be 40 hours per week (non-exempt), Monday - Friday, from 9:00 am - 6:00 pm, or 10:00am- 7:00pm.

Job Description:

• Process and submit expense reports on behalf of client (attorney or business professional).
• Responsible for checking on requests and vendor statements in a timely and accurate manner working alongside the finance team.
• Upon request, responsible for scheduling meetings (internal and external), manage attorney calendar and schedule client/department meetings accordingly.  
• Arrange and coordinate conference room requests, including catering and audio/visual equipment needs.
• Upon request, arrange and coordinate travel arrangements and assist with logistical issues for travelers. 
• Perform document handling, including document editing, printing, scanning, copying, and filing. 
• Support the attorney’s time entry process by editing and correcting time narratives using the firm’s time-entry system (Intapp).
• Assist the billing team with the retrieval of invoice backup. 
• Assist with monthly review of prebills prior to attorney entering to finalize.
• Assist with proofreading work product and firm generated materials. 
• Assist with the firm’s Stock Certificate Program under guidance from the BC team’s corporate specialists and in conjunction with the Information Governance department. 
• Schedule and coordinate messengers and other vendors for pickup and delivery. 
• Act as a liaison for firm personnel and help them navigate the firm’s departments and resources. 
• Participate in check-ins with attorneys and paralegals who report directly to the BC Team to create positive working relationships and to provide excellent support. 
• Participate in special projects, as assigned/requested and provide support as needed. 
• Other tasks as assigned based on needs of the firm/business. 

Desired Skills and Qualifications

• Service mindset and the ability to take the initiative, think critically, identify, problem-solve, and assemble/coordinate appropriate resources and responses.
• Ability to prioritize and multitask effectively and efficiently in a fast-paced environment.
• Must be flexible and able to work under tight deadlines in a fast-paced and dynamic environment.
• Exhibit a high level of attention to detail to ensure the accuracy and quality of work product. 
• Demonstrate excellent communication and organizational skills, both written and verbal.
• Possess the interpersonal skills necessary to support positive working relationships and to effectively communicate and interact with other, demonstrating poise, tact, and diplomacy. 
• Demonstrate the ability to follow complex instructions and if unsure, have the confidence to ask clarifying questions.
• Proofread materials/work product carefully and correct any errors in grammar, spelling, or typography. 
• Protect and handle confidential and sensitive information with care and discretion. 
• Provide exemplary client service to internal and external clients by collaborating with various departments, firm executive personnel, vendors and contractors.
• The ability to embrace and apply current technology and the drive to learn new tools and system processes quickly and confidently.
• Support and promote effective work practices, work as a team member, and show respect for all firm personnel.
• Demonstrate a working proficiency in Microsoft Office applications – Word; Excel, PowerPoint, and Outlook.
• Demonstrate a working knowledge with applications such as Chrome River, Maptician, iManage, EMS, PrebillViewer, and Intapp.