Administrative Assistant

Administrative Assistant

Clyde & Co seeks a proactive and detail-oriented Administrative Assistant to join our Dallas office. As a part of our North America Administrative Assistant pool, you will collaborate with other Administrative Assistants across the region to provide seamless support to our fee earners and staff. The ideal candidate will have a service-oriented mindset and be accustomed to working in a fast-paced environment.

Key Responsibilities

Operations

• Oversee day to day facility operations and serve as point of contact for general office inquiries
• Oversee Reception desk including answering phone and greeting visitors
• Assist with new hire onboarding
• Review and process operation invoices as needed
• Check for incoming faxes and forward them to recipients
• Occasional courier runs (as requested)
• Assist with copy and print jobs; create binders and labels
• Monthly reconciliations of office credit cards and court docket prepaid accounts
• Handle new parking requests, validations and monthly invoices
• Order new joiner office access cards and assigned property access via Brivo
• Provide back up to records management
• Profiles into firm document management system all incoming mail, faxes, overnight deliveries and forwards to appropriate teams for further handling
• Order new joiner business cards

Legal Administrative Support

• Provide overflow administrative support to region as a member of the Administrative Assistant Resource Team (AART)
• Assist with downloading and saving electronic records
• Assist with downloading electronic court filings, saving into document management system and routing to appropriate team
• Assist with closing matter memos
• Assist with preparation of expense reports and tracking payment of same
• Assist with additional administrative or legal support ad hoc projects as needed

Facilities

• Ensure cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen and coffee station in orderly appearance and stocked with supplies
• Copier and printer maintenance: fill machines with paper; order toner, call for service as necessary
• Computer set-ups and troubleshooting IT issues
• Serve as a secondary contact for facilities services in coordinating facilities improvement project
• Coordinate office cleaning with building management and office service team
• Ensure all plumbing, electrical and HVAC systems are working properly. Report all issues and hot/cold complaints to building management
• Ensure the office has enough emergency supplies and emergency preparedness plans are in place
• Evaluate life & safety procedures and work with management to develop a safe work place
• Coordinate bi-annual carpet cleaning schedule
• Notify specific vendors of any problems with office machines and follow through to see all repairs are completed

Conference Services & Hospitality

• Coordinate guest offices and hospitality arrangements for visiting employees and clients
• Ensure conference rooms are neat, and supplies are maintained at established levels
• Perform quality of service checks on local conference room meetings
• Set up conference rooms for meetings and special events
• Make hotel and car reservations for expecting visitors
• Coordinate and assist with VIP reception events for clients and employees of the firm
• Work closely with catering company for all reception and catering needs
• Provide support in audio visual set-ups for meetings and conference calls

Candidate Specification:

• Excellent organizational skills
• Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
• Excellent communication skills
• Self-motivated, pro-active and able to use own initiative
• Good attention to detail
• Flexible approach with willingness to accept a range of varying responsibilities
• Positive attitude
• Team player

Experience and Knowledge:

• MS Office skills (Outlook, Word, Excel and PowerPoint)
• Good verbal and written communication skills
• Accurate typing (minimum speed 50 wpm)
• Excellent spelling and grammar