Administrative Assistant

The Administrative Assistant is responsible for providing administrative support for the AVA Law Group management team, including schedule management, prioritizing emails, communications, and arranging business meetings and events.

KEY RESPONSIBILITIES:

• Process all outgoing mail requests, including medical records, court documents, client updates, and legal correspondence.
• Scan and upload all incoming mail into both the cloud drive and correct client case file systems.
• Monitor and manage the firm’s voicemail inbox, routing messages to appropriate teams for timely follow-up.
• Maintain an organized filing room, ensuring physical client files are properly labeled, stored, and accessible.
• Function as backup to the receptionist, including answering incoming calls for the personal injury team when needed.
• Assist various teams, including personal injury and mass tort, during large-scale projects or periods of high workload.
• Drop off outgoing mail at the post office on a regular basis.
• Track and manage office inventory, ensuring adequate supplies are available for day-to-day operations.
• Perform general administrative support duties as requested by leadership.

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.

• High school diploma or equivalent.
• Excellent written and verbal communication skills.
• Discretion and Confidentiality.
• Excellent organizational skills.
• Previous experience working as an Executive Assistant or position that requires a high attention to detail desired.

 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 twenty pounds at times.
• Must be able to bend, reach, push, pull, lift, and sit.
• Must be willing to travel as needed.

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

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.