Operations Assistant - Receptionist

Fish & Richardson, the premier global intellectual property law firm, is trusted by the world’s most innovative and influential companies. Fish was established in 1878, and now has more than 400 attorneys and technology specialists in the U.S., Europe, and China. Our success is rooted in our creative and inclusive culture, which values the diversity of people, experiences, and perspectives. Join Fish’s Chicago team in our fast-paced Operations Department as an Operations Assistant - Receptionist.

How Will You Make a Difference?

• Answer phones and direct calls. Operate a multi-line telephone console in order to relay incoming, outgoing and intra-system calls. Direct telephone calls to appropriate attorneys and staff. Take messages for visitors and staff.
• Meet and greet clients and visitors to the office, ensure proper clearance and routing (including use of The Receptionist visitor management kiosk) of such parties in accordance with firm policies.
• Schedule conference rooms and attorney visiting offices and maintain records. Deliver and set up food and refreshments in advance of meetings. Break down equipment and clean rooms promptly afterward.
• Coordinate catering orders for meetings and events.
• Maintain neatness of lobby, reception area, conference rooms, and visiting offices. Ensure all equipment is available and working, surfaces are clean, and supplies are replenished as needed.
• Schedule video conferences, keep track of connections and equipment, arrange conference calls, provide conference room support for video conferencing and device setup assistance.
• Assist with new hire onboarding, including preparation of orientation paperwork, communicating general office policies, answering employee questions, directing them to others as appropriate.
• Log and distribute all incoming and outgoing mail, packages, deliveries, and faxes. Ensure delivery to the proper recipient. Maintain record of outgoing packages and other items. Schedule courier deliveries and pick-ups as requested.
• Manage kitchen and office supply inventory levels, stock and order supplies as needed.
• Assist with coordination of office social events (e.g. summer outing, holiday party, monthly socials, staff appreciation day, etc.) as requested by Office Manager.
• Receive, code, and forward invoices and expense reimbursements to accounting. Follow up with accounting regarding any problems.
• Assist with coordination of office repairs, renovations, and facility-related projects.
• Complete assigned copying, scanning, printing, and binding projects.
• Assist with administrative tasks to support the Operations Department, Practice Groups, and other administrative groups as requested by the Office Manager.
• Serve as the first point of contact for local IT issues, escalating complex problems to second-level IT support when necessary.

What Will You Bring to the Table?

• High school diploma or equivalent.
• 6+ months professional office administration experience; preferably in a law office.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) to create, edit and manage documents, spreadsheets, presentations and emails.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to work well within a team-oriented environment and contribute to effective team relationships as well the ability to work independently.
• Interpersonal skills necessary to communicate by telephone and in person with a diverse group of visitors, vendors, attorneys, and staff to provide information with courtesy and tact.
• Ability to change and adapt to current and future responsibilities and circumstances.
• 5 days a week in the Chicago office is required.

Why Fish?

When you join our team, we offer:

• Competitive pay and discretionary bonus opportunities along with a rich benefits package, including comprehensive medical and dental coverage, generous paid time off, and tuition reimbursement
• Award-winning retirement and profit sharing plans with employer contribution
• A family-friendly atmosphere with back-up child care, as well as health and wellness initiatives
• A positive culture awarded an Outstanding Workplace designation in 2023 and 2024 by People Insight based on our high levels of employee engagement
• Our pay range for this position in Chicago is $22.48-$28.93 per hour (based on a 37.5 hour work week)

Our Commitment to Diversity

As a firm that serves the world’s greatest visionaries, we know that creativity and innovation are the result of seeing the world from multiple different perspectives. Having a diverse team enhances the quality of legal services we provide to our clients, sustains our standing as a premier IP law firm, and strengthens the fabric of our firm. 

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Salary

• $22.48 - $28.93/hour