Receptionist/Office Support Assistant (Phoenix)

Duties and Responsibilities

• Professionally answer and direct all incoming calls
• Absorb and greet internal/external clients in a professional and hospitable manner
• Cook and process incoming and outgoing mail and deliveries, and route within the office
• Responsible for general upkeep of reception and hospitality area
• Maintain conference room scheduler
• Coordinate meetings (i.e., catering arrangements, audio-visual set-up, and/or conference call scheduling)
• Assist with conference room set up and break down
• Assists legal assistants and attorneys with time entry, and other billing and invoicing tasks.
• Provides administrative support for attorneys and other team members.
• Processes requests for payment of invoices and expense reimbursements.
• Composes letters and memoranda as directed, ensuring that letters are formatted correctly and free from errors.
• Saves emails, documents, and other legal digital media in accordance with Taft’s Information Governance Policy and the protocols and procedures of the Information Governance Department.
• Responds to requests with urgency and effectively prioritizes work.
• Provides other general office tasks as requested.

Requirements

• Minimum of 3 years related work experience and/or training strongly preferred. Experience in a professional services firm also preferred.
• Demonstrated proficiency with Microsoft Word and Outlook. Excel experience preferred.
• Strong attention to detail and accuracy.
• Ability to collaborate and work effectively as part of a team.
• Excellent time-management and organizational skills.
• Proficient command of the English language and standard grammar rules.
• Ability to prioritize workload, meet strict deadlines and respond in a timely manner.
• Ability to communicate effectively related to projects, deadlines, questions, etc.
• Strong organizational skills
• Ability to multi-task
• Strong work ethic
• Experience with Filesite, iManage a plus.
• Excellent verbal and written communication skills
• Professional appearance and punctuality