Administrative Assistant

POSITION SUMMARY:
The Administrative Assistant provides foundational administrative and clerical support to attorneys, legal staff, and the overall office team in a law office environment. This position assists with routine office functions such as document handling, scheduling, and file maintenance. Additional responsibilities include greeting clients, answering phones, routing calls, managing incoming and outgoing mail, and supporting front desk operations.

KEY RESPONSIBILITIES:

• Greet clients, visitors, and vendors in a friendly and professional manner.
• Answer phone calls, direct inquiries, and take accurate messages.
• Schedule and confirm appointments, including coordinating meetings between clients and attorneys.
• Maintain a clean and organized reception area.
• Manage incoming and outgoing mail, including documents, packages, and deliveries.
• Assist with maintaining the office calendar and schedule management.
• Ensure that all necessary forms, documentation, and office supplies are available to the team.
• Perform general office duties such as filing, scanning, copying, and faxing documents.
• Assist clients with check-in, forms, and general inquiries in person or via phone.
• Perform other tasks as required by management, ensuring a flexible approach to various needs.

KEY SKILLS:

• Demonstrates strong customer service, interpersonal, and verbal communication skills to effectively engage diverse clients, attorneys, court staff, and vendors.
• Ability to express ideas clearly and effectively in both written and verbal forms, and to actively listen to others.
• Prioritizes tasks, meets deadlines, and maintains efficiency in handling multiple responsibilities.
• Maintains the highest level of confidentiality and professionalism when handling sensitive client and case information.
• Ability to work well with others, contribute to group efforts, and build respectful relationships across diverse teams.
• Skill in recognizing, understanding, and managing one's own emotions, as well as empathizing with others to build effective working relationships.
• Capacity to adjust to new situations, embrace change, and remain productive in dynamic environments.
• Thinks critically and creatively to analyze issues and implement practical, effective solutions as challenges arise.
• Looks for ways to improve and takes responsibility for completing tasks reliably and on time.
• Welcomes new tools, procedures, and changes, and adapts quickly to keep up with evolving work demands.

MINIMUM QUALIFICATIONS:

• Must be at least 18 years of age.
• High school diploma or equivalent required.
• 0-2 years of administrative or legal office experience.
• Working knowledge of Microsoft Office Suite, Adobe, and other similar software.
• Must be able to read, comprehend, and follow written and verbal instructions.
• Valid driver's license.
• Must have reliable transportation that is insured in accordance with state law, and be able to travel to courts, post offices, or other legal offices as needed.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting.
• Perform repetitive tasks such as typing and clicking.
• Must be able to lift and move light items up to 20 pounds at times.
• Must be able to bend, reach, push, pull, lift, and sit.

The physical demands are representative of those that must be met to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

BENEFITS:

The company offers a comprehensive benefits package including:

• Medical, dental, and vision.
• Voluntary life, accident, critical illness, hospital indemnity, and short-term disability.
• Vacation, sick, and floating holidays.
• Employee assistance program.
• Paid parental leave.
• 401(k) retirement plan.

DISCLAIMER:
This is not meant to be an all-inclusive list of duties and responsibilities for this position but constitutes a general definition of the position's scope and function.

EQUAL OPPORTUNITY EMPLOYER:
We are an equal opportunity employer and value diversity at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other legally protected status.

If you require a reasonable accommodation to complete the application or interview process, please contact us at ava-law-hr@avalaw.com.