Administrative Assistant
Robins Kaplan LLP · Sioux Falls, SD · 3 wk ago
HybridAdministrative$22.36–$25.64/hrFull-time
PURPOSE
PurposesRobins Kaplan is seeking an Administrative Assistant in our Sioux Falls office. This position has opportunities for growth and advancement. The Administrative Assistant provides administrative support to firm professionals in the fulfillment of their responsibilities with the law firm.
WHERE YOU WILL WORK
The role is designated for a hybrid work schedule with four days in office per week to facilitate collaboration with key stakeholders and one remote day per week.
Essential Functions
- Handles numerous assignments and requests simultaneously
- Triages legal inquiries, drafts responses, and logs communications
- Processes expense requests, submits reimbursements
- Manages team travel reservations and prepares itineraries
- Tracks receipt of incoming/outgoing materials; scans and files accordingly
- SUBMIT ONLINE ORDERS FOR OFFICE, FOOD, AND MEDICAL SUPPLIES
- COORDINATES MEETING LOGISTICS, INCLUDING ATTENDEE NOTIFICATIONS, PRE-/POST-MEETING CORRESPONDENCE, ROOM SET-UP, AND OTHER NEEDS AS REQUESTED
- AUXILIARY TASKS INCLUDE COORDINATING OFFICE EXPENSES, WORKING WITH VENDORS AND ACCOUNTING DEPT TO MANAGE PAYMENTS, COORDINATING OFFICE MAINTENANCE NEEDS WITH VENDORS, STORING DOCUMENTS CORRECTLY IN DOCUMENT MANAGEMENT AND FILE SYSTEMS, PREPARING MEMORANDA, CORRESPONDENCE, AND OTHER DOCUMENTS, MONITORING AND MANAGING OFFICE PHONE AND MAIL, GATHERING, PREPARING, AND DISTRIBUTING/MAILING MATERIALS, COORDINATING WORK WITH SUPPORT DEPARTMENTS TO ENSURE HIGH QUALITY, SERVICE-ORIENTED RESULTS, SUBMITTING MEMBERSHIP/REGISTRATION FEES; TRACKING SUBMISSIONS, MAINTAINING BUSINESS AND CLIENT CONTACT INFORMATION, MAKING DAILY/WEEKLY RUNS TO FEDEX, POST OFFICE, PROVIDING ASSISTANCE TO COLLEAGUES AND PERFORMING ALL OTHER PROJECTS AS DIRECTED BY HIS/HER SUPERVISOR
COMPETENCIES
- Team player
- Client service know-how
- Good judgment
- Organizational expertise
- Attention to detail
- Time management skills
- Flexibility
- Analytical thinking
- Professionalism
Knowledge / Skills
- Delivers outstanding client service with a can-do attitude
- Possesses strong verbal and written communication skills, including: spelling, grammar, and proofreading proficiency
- Uses initiative and independent judgment within established guidelines
- Prioritizes workloads appropriately
- Interprets data accurately and presents information concisely
- Exercises discretion in handling confidential, controversial, or sensitive information
- Demonstrates high degree of professionalism
- Works well under pressure and within tight deadlines
- Word, Outlook, Excel, PowerPoint, and Adobe proficiency
Education & Experience
- Associate’s or Bachelor’s degree preferred
- Experience as an Administrative Assistant preferred
- Prior legal industry experience desired
PHYSICAL DEMANDS
- Work is performed in a professional office environment and requires the following during the work day:
- Individual will interact regularly with others verbally, in-person, and via written communication
- Operate computer and other office equipment such as a copy machine, printer, telephone, etc.
- Ability to move/traverse about the office intermittently throughout the day (attend meetings, access file cabinets, obtain supplies from supply room, etc.)
- Must be able to remain in a stationary position for long periods of time (working at a computer)
- Repetitive movement (i.e. heavy computer/keyboard use)
- May require occasional light lifting (files, copy paper, etc.)
In Addition To The Essential Functions Outlined Above
Individual in this position will provide additional assistance and support as directed by his/her supervisor