Office Assistant in Nashville, TN

Law Firm

Nashville, TN

Office Assistant in Nashville, TN

Law Firm Non Legal Department

Min 1 yrs required

No

Job Title: Office Assistant

Job Responsibilities:
The Office Assistant, operating under the supervision of the Nashville Office Administrator, is tasked with a variety of in-office support duties critical to the smooth functioning of the law firm. The primary responsibilities include:

- Providing administrative and secretarial support to the Office Administrator, which encompasses maintaining the Nashville office internet page and assisting in updating and maintaining office operations documentation.
- Assisting the Office Administrator with the upkeep of budget reports.
- Greeting and accommodating visitors, ensuring they receive the proper visitor information, including badges and security access, and ensuring the return of these items upon departure. This includes setting up workstations and focus rooms for visitors.
- Administering the badge program by assigning badges to new employees and deleting access for terminated employees. This role also involves coordinating with security and parking regarding badges.
- Managing conference room reservations, including understanding and coordinating technology needs such as conference phones, internet access, and media.
- Handling the catering needs for conference room reservations and other meetings, which includes ordering food and beverages, setting up food delivery, and cleaning up conference rooms. The Office Assistant is also responsible for maintaining the stock and appearance of the catering kitchen.
- Ensuring the neatness and cleanliness of the lobby and reception area.
- Acting as the liaison with building maintenance for issues like office temperature, light bulbs, and other daily maintenance issues. This includes tracking building issues and liaising with the building cleaning company.
- Coding and processing firm invoices.
- Keeping the Office Administrator informed of any problems and issues.
- Performing back-up duties for Administrative Practice Coordinators (APCs) as needed.
- Other duties as assigned.

Education and Experience Information:
The position requires a minimum of a high school diploma, though a college degree is preferred. Additionally, the candidate should have at least one year of experience within a law firm environment to gain an understanding of office policies and procedures and to effectively operate equipment with minimal supervision.

Essential skills and qualities include:
- The ability to sort and organize documents for copy jobs.
- Strong knowledge of MS Word, Excel, PowerPoint, and Outlook.
- The capability to organize and prioritize numerous tasks and complete them under time constraints.
- Interpersonal skills necessary for effective communication by email and telephone to provide information in an appropriate business manner.
- The ability to work independently, be proactive, complete assigned tasks, and perform duties with minimal supervision.
- The ability to handle a high level of mental effort and strain when performing a high volume of clerical tasks and other essential duties.
- The ability to operate, maintain, and stock supplies for standard office equipment, including laptops, printers, photocopiers, and telephones.
- The willingness to work irregular hours and occasionally more than 40 hours per week to perform essential duties of the position.
- A courteous, cooperative demeanor and the ability to work collaboratively with professional staff and attorneys.

Salary Information:
The text does not provide specific salary information for the Office Assistant position. However, it is noted that the law firm offers a generous benefits package to full-time and part-time employees working at least a 50% schedule. Benefits include comprehensive health, dental, and vision plans, a superior 401(k) plan, ample time off programs, mental health programs, family building and caregiving support, generous paid parental leave, life insurance, disability insurance, a wellness program, flexible spending accounts, and an employee referral bonus program.

The law firm is noted for being the largest global employment and labor law practice devoted exclusively to representing management, with over 1,800 attorneys in more than 100 offices worldwide. The firm is recognized for its commitment to labor and employment law, helping clients navigate complex legal issues with innovative solutions.

The law firm is an equal opportunity employer and does not accept unsolicited resumes from search firms for this position.