Administrative Assistant in Seattle, WA

Law Firm

Seattle, WA

Administrative Assistant in Seattle, WA

Law Firm Non Legal Department

Min 2 yrs required

No

Job Title: Administrative Assistant

Job Responsibilities:
The Administrative Assistant at the law firm is responsible for providing clerical and administrative support to staff, managers, and/or directors within an assigned area or department. Key responsibilities include:

- Managing and maintaining various calendars with responsibility for setting up appointments and meetings as needed.
- Processing department invoices, reviewing for accuracy, and submitting them for approval. Interacting with Accounts Payable to ensure checks are processed.
- Arranging staff travel, compiling all receipts for travel reimbursement, reviewing receipts to reconcile credit card charges, and completing expense reports as required.
- Maintaining department files, including both hard and electronic copies, and may involve indexing and closing files as necessary.
- Ordering supplies for the department or area, tracking usage, and replenishing supplies and stock as necessary.
- Opening and distributing incoming mail, preparing outgoing mail, including UPS shipments, priority mail, and certified mail.
- Answering telephone calls, taking detailed messages, and forwarding/transferring calls as necessary.
- Making copies, assembling reports, and/or sending documents electronically as requested.
- Scheduling conference rooms, hospitality services, videoconferencing equipment, and confirming arrangements.
- Typing, proofreading, and editing/updating various documents, including memos, letters, contracts, spreadsheets, emails, etc.
- Coordinating office and/or department events such as Blood Drives, special events, parties, etc.
- Performing other duties specific to the assigned office/desk, which may include working with vendors to finalize purchases, issuing office badges, and functioning as a receptionist as necessary.
- Performing other duties as assigned.

Desired Skills:
- Intermediate level skills in Word and Excel, with the ability to learn additional skills through in-house training and education.
- Typing speed of 50 wpm.
- Intermediate level skills in Word, Excel, and PowerPoint.
- Strong communication and interpersonal skills to interact with staff and attorneys regularly.
- Good organizational skills to maintain files, coordinate schedules, and track a variety of data.
- Ability to work effectively in a fast-paced environment.

Education and Experience Information:

Minimum Education:
- High School Diploma or GED.

Preferred Education Level:
- Bachelor’s Degree.

Minimum Years of Experience:
- 2 years of experience providing clerical and administrative support.

Essential Job Expectations:
- Effectively communicate, verbally and in writing, with clients, lawyers, business professionals, and third parties.
- Produce deliverables, answer phone calls, and reply to correspondence efficiently and responsively.
- Provide timely, accurate, and quality work product.
- Successfully meet deadlines, expectations, and perform work duties as required.
- Foster positive work relationships.
- Comply with all firm policies and practices.
- Engage in both physical and sedentary activities, such as working at a computer for extended periods, participating in digital/virtual conference calls, and attending meetings as needed.
- Ability to work under pressure and manage competing demands in a fast-paced environment.
- Perform all other duties, tasks, or projects as assigned.

Physical Demands:
- Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Work Environment:
- The individual selected for this position may have the opportunity for a hybrid work arrangement comprised of remote and in-office work, the requirement for which will be determined in coordination with the hiring manager or supervisor and may be modified at the firm’s discretion in the future.

Salary Information:
The law firm's expected hiring range for this position is - per hour. The compensation offered for employment will also depend on other factors, including the candidate’s experience, skills, educational and professional background, and overall qualifications. The firm offers a comprehensive package of benefits, including medical/dental/vision insurance, and a 401(k) plan.

The law firm is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.