Reception/Administrative Sup Assist TX

Dykema Gossett PLLC, a leading national law firm is recruiting for an Receptionist/Administrative Support Assistant for the Houston Office. The core duties and responsibilities of this position revolve around supporting others and delivering exceptional customer service. Under the supervision of the Office Administrator, the Receptionist/ASA is responsible for providing administrative support to meet the daily needs of the office location. Responsibilities include reception and conference center duties, helping to facilitate internal meetings and events, providing administrative support attorneys and other personnel, and various other duties as assigned. Responsibilities can vary widely from day to day, and office needs may vary depending on office location.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Greets and directs all clients, visitors and personnel arriving in the office. Notifies appropriate party of their arrival; coordinates guests technology and equipment needs.
• Answers telephones, directing calls as appropriate.
• Reserves conference rooms/visiting offices-using firm’s software and coordinates catering services for meetings and other office functions. Assists with set-up, food & beverage tasks, and clean-up.
• Monitors office and kitchen supplies, ordering and restocking same; maintains employee break room, coffee/beverage stations.
• Handles security badges/parking cards for the office.
• Processes visitor, vendor, and work order requests.
• Performs clerical duties as requested.
• Provides overflow administrative support including preparation of correspondence and legal documents from electronic drafts, handwritten notes, or electronic dictation; prepares materials for meetings; organizes and file documents; assists with mass mailings and file management.
• Inputs invoices for payment utilizing accounting software; assists with petty cash and office credit card management.
• Following established procedures, completes new business intake and assists with opening files for new matters.
• Maintains attorney calendars, schedules appointments and makes travel arrangements as requested.
• Creates spreadsheets, reports and performs data entry tasks as requested.
• Opens incoming mail not marked personal and confidential, as requested; maintains a mail log.
• Provides direct administrative assistant support to a limited number of assigned attorneys.
• Performs attorney time entry tasks as requested.
• Research/locate information requested by attorneys such as pulling statutes and cases from citations, etc.
• Performs other duties as requested.

 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• High school diploma or equivalent educational certificate required; Associates or higher degree preferred.
• Minimum of 2+ year(s) experience required in related field performing administrative support functions; prior law firm or professional services experience is desired.
• High competency in Microsoft Office Suite applications; typing requirement of 55 wpm.
• Effective verbal and written communication skills and excellent customer service skills; ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.
• Ability to be flexible, work flexible hours when required, and respond quickly and calmly to urgent situations.
• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.
• Experience operating administrative office equipment (e.g., high-speed copier, scanner, fax machine).
• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization.
• Ability to take direction, receive and apply feedback, and communicate support needs.
• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.
• Occasional overtime, evening or weekend hours may be required

 

WHY YOU SHOULD APPLY 

Dykema offers an excellent salary and benefit package, including transportation assistance. Dykema provides a professional, diverse, and collaborative workplace where all employees can thrive. Dykema has achieved, and continues to participate in, Mansfield Certification. Our work environment is business casual. 

EEO STATEMENT 

It is the Firm’s policy to provide employment opportunities to qualified applicants and employees on an equal basis without regard to the individual’s age, race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, domestic partner relationship, physical characteristics, disability, or other protected characteristics under applicable federal, state or local laws or ordinances. 

Dykema will make reasonable efforts to accommodate the known disabilities of employees who are otherwise qualified to perform the essential functions of the jobs involved. 

It is the responsibility of every individual concerned with personnel actions, including management, supervision, recruiting, compensation, benefits, promotions, work assignments and training, to ensure that these activities are administered consistent with the Firm’s goal of furthering the principle of equal employment opportunity.