Description
The Administrative Assistant - Contract (12 months) will assist the Office Administrator by performing administrative tasks.
Responsibilities:
- Accounts payable functions - submitting promptly through Chrome River and Service Now, all charges made on the office Credit Card, sometimes including calling the vendors should any charges appear to be erroneous
- Administrative functions:
- Provide parking & access cards to recruits (attorneys and staff)
- Provide travel cards (Miami-Dade Transit) to mostly staff and sometimes attorneys; make monthly payments of online invoices to County
- Maintain office list of card holders, which includes cards lent to visiting attorneys, and staff who may have lost and/or misplaced their cards
- Update office telephone list
- Assist new associates (usually from the Miami Office) as a member of the NA Secretarial Service Team
- Organize Annual Secretarial Appreciation Day
- Organize Thanksgiving Lunch
- Ensure office plants are maintained satisfactorily
- Send bi-weekly reminders to Business Professionals relating to the completion of their Timesheets
- Keep up-to-date with all the in-house training concerning administrative functions as well as new office procedures (this sometimes includes updates re Word/Excel/PDF)
- Submit new applications to Miami-Dade County and the City of Miami for attorneys joining the Miami office; These applications are usually followed by payment to each entity for these attorneys for their Business Licenses
- Make the annual payment for all the attorneys; The City of Miami will mail the annual invoice
- Ensure that we receive the Florida Labor Law Posters, which must be displayed in both kitchens
- Take care of the documents in the office safe, this includes retrieving and placing documents in the safe. In this respect, the Excel Spreadsheet document must be updated. Also, a copy of the 536737-v1\MIADMS 2 memos with instructions on what is taken out or added must be placed in one of the binders (kept in numerical order)
- Maintain the list of attorneys, which is displayed in the lobby downstairs
- Back-up secretarial services Workflow Coordinator such as handles e-mails from attorneys (New York and Miami offices) who, in the absence of their assigned assistants, need help with various tasks
- Maintain Administrative and Personnel files
- Send a calendar list of the annual Firm holidays via e-mail to: *Mia - All Miami users
- Back-up OA as needed
- Buildout project and move back up - attend meetings/calls when the OA is not available. Take notes. Help with invoice payments, organizing meetings, assisting with the preparation of the move, etc…
- Open all of the Dispute Resolution Principal's new matters, which is an expansive international list and requires lots of follow-up
Skills and Experience:
- High School Diploma or equivalent
- Spanish and Portuguese skills are a plus
- Proficiency in word processing software
- Organization skills
- Problem-solving skills
- Flexibility
- Time management skills
- Attention to detail
- Resourcefulness
- A minimum of Intermediate knowledge of Word, Excel, and PowerPoint
- Intermediate knowledge of office systems (i.e., Intapp Time, Intapp Open, etc)
- Very able to complete fine hand manipulation (heavy typing, dialing, filing); sitting/standing/walking/stooping; ability to lift to 25 lbs
- Can work independently prioritizing work and meeting deadlines
- Knowledge of marketing resources and relevant materials
- Excellent English verbal and written communication skills
- Actively pursues opportunities for self-development/collaboration
- Understands Firm structure and available resources
- Looks for ways to improve processes and/or procedures
- Some analytical ability is required to find solutions to various administrative problems and prioritize workloads