Office Assistant/Receptionist

Key Responsibilities

Reception & Front‑of‑House Operations

• Warmly greet and assist all visitors, clients, vendors, attorneys and staff.
• Answer, screen, and route incoming calls; take accurate messages when needed.
• Maintain a polished and organized reception area.
• Serve as the primary point of contact for building personnel regarding guests, building access, maintenance, and safety protocols.

Conference Room & Meeting Support

• Manage conference room calendars and reservations to ensure zero conflicts.
• Perform room checks to maintain cleanliness, readiness, and working technology.
• Set up videoconferences, conduct sound checks, and coordinate AV needs.
• Ensure smooth transitions between back‑to‑back meetings and events.

Catering, Events & Hospitality

• Serve as the primary coordinator for all catering requests.
• Plan and execute office events including breakfasts, lunches, trainings, meetings, and staff gatherings.
• Maintain kitchens, café areas, beverage stations, and hospitality supplies.
• Track catering and event‑related expenses and follow firm entertainment policies.

Office Administration & Operations Support

• Manage office supply inventory and process orders as needed.
• Troubleshoot basic office equipment (copiers, printers, scanning, AV issues).
• Assist with file maintenance, including scanning, labeling, indexing, and off‑site storage preparation.
• Help coordinate outgoing mail, FedEx shipments, and internal mail distribution.
• Process vendor invoices in Chrome River.
• Support attorneys with administrative tasks such as time entry, Chrome River expense submissions, printing, binder prep, and document handling.
• Help prepare basic correspondence (letters, cover sheets, labels, etc.).
• Assist with workstation setup and general office logistics for new hires or reconfigurations.

Vendor, Facilities & Building Support

• Liaise with building management on maintenance, repairs, HVAC requests, and safety protocols.
• Maintain relationships with catering, supply, and service vendors.
• Assist with special projects, office improvements, and operational initiatives.
   

• 2–4 years of experience in reception, office coordination, event planning, or hospitality.
• Strong interpersonal and communication skills with a polished, professional demeanor.
• Excellent multi‑tasking ability with strong attention to detail.
• Proficiency with Outlook, Teams, Word, Excel, and firm systems such as iManage, Intapp, and Chrome River (or ability to learn quickly).
• Strong organizational and time‑management skills; ability to prioritize and pivot.
• Comfortable setting up meeting spaces, light lifting (catering items, supplies), and handling fast‑paced environments.
• High school diploma required; college degree preferred.