Office Services and Events Assistant

Summary: Under the direct supervision of the local Office Administrator, and according to established policies and procedures, the Office Services & Events Assistant performs a variety of reception, secretarial and basic accounting duties. Must have an upbeat personality and outstanding customer service skills; provide a flawless experience for callers and visitors. Work closely with the Office Administrator to ensure a seamless flow of the day-to-day front office operations of the firm; observe confidentiality of client and firm matters.

Responsibilities

Open reception area daily by 8:30 a.m.; keep reception desk and common areas clean and orderly.

Provide superior customer service; greet, announce and log visitors in person or by phone; answering and/or referring inquiries.

Operate a multiline phone console to relay incoming and outgoing calls.

Take accurate telephone messages and deliver messages promptly via email or voicemail, as directed by attorney instructions.

Responsible for reserving conference rooms; asking pertinent questions for food/event/catering setups, beverages, type of event, and special A.V. needs.

Maintain security by following procedures; issuing building ID badges for guests and collecting them; reserve visitor offices.

Maintain directories and lists; update Reception Desk manual as needed.

Keep track of firm personnel leaving and returning to the office; update office calendars daily.

Provide support coding invoices, send daily visitor list, and evening room schedule details.

Coordinate all conference room activities and scheduling.

Oversee office maintenance and repair requests with building property manager.

Maintain inventory of front office supplies and amenities.

Create daily shipping labels for couriers, UPS, and mailings as needed.

Coordinate deliveries of other courier runs as requested.

Order lunch for meetings and provide office administrator with cost information.

Provide overflow typing of legal correspondence; assist with data entry and timekeeper entry as requested.

Assist with envelope stuffing for large mailing projects including performing mail merges, name tag creation, and proofreading letters. Create large mailing lists for holiday cards and other mailings.

Perform other duties assigned, including assisting with PowerPoint presentations, word processing, time entry, coordinating travel, and other small projects as needed.

Work with Office Administrator and Marketing Department to plan and facilitate office events.

Other duties as assigned.

The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.

Qualifications

Excellent Telephone Skills, Verbal & Written Communication, Microsoft Office Skills, Listening, Professionalism, Customer Focus, Organization, Informing Others, Proofreading, Basic Accounting, and Typing.

Ability to read and write and follow basic directions.

Approximately two years on the job experience as a receptionist, event planner, or secretary and able to follow office policies and procedures with minimal supervision.

Ability to organize and prioritize numerous tasks and complete them within established time constraints.

Daily, positive outlook and interpersonal skills necessary to communicate in person, via e-mail, and phone to provide information with ordinary courtesy, ease, and tact.

Ability to multi-task, produce a high volume of work, requiring high mental competency, while performing other essential duties.

Highly flexible team player willing to assist all levels of the firm when needed.

Work occasionally requires more than 40 hours per week to perform the essential duties of the position; position may require non-standard hours for evening events, inclement weather, and business continuity purposes.

Ability to lift boxes and other items up to 15 lbs.

This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.

Working Conditions:

Normal law office environment with little exposure to excessive noise, dust, temperature and the like.

The above is intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Equal Employment and Opportunity Statement:

Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.