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Job Description
Summary:
The Departmental Secretary and Receptionist play a pivotal role in ensuring the smooth operation. This dual role involves administrative support for a specific department and front desk responsibilities, contributing to a professional and efficient environment.
Key Responsibilities:
- Provide comprehensive administrative support to a specific Department by managing calendars, scheduling meetings, and coordinating appointments.
- Create, format, edit, and proofread legal documents, memos, and reports, maintaining accuracy and confidentiality.
- Serve as the primary point of contact for the department, answering and directing calls and emails professionally.
- Greet and assist clients and visitors, ensuring a positive experience with the firm.
- Maintain an organized filing system, including physical and electronic records, and handle document retrieval and archiving.
- Conduct research on legal matters, case laws, and related topics as assigned.
- Welcome clients and visitors with a friendly and professional demeanor, maintaining a tidy and presentable reception area.
- Answer and transfer incoming calls, take messages, and provide information as needed.
- Assist clients with inquiries, appointments, and direct them to the appropriate personnel or department.
- Receive, sort, and distribute incoming mail and packages, as well as arrange outgoing mail and couriers.
- Manage and maintain appointment calendars for meeting rooms.
- Provide general administrative support to various departments as needed, including data entry, filing, and document preparation.
Job Requirements
- Bachelor's degree in a relevant field is preferred.
- Proven experience in a similar dual-role, preferably in a law firm or professional environment.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and legal software.
- Excellent written and verbal communication skills.
- Strong organizational and time management abilities.
- Exceptional interpersonal and customer service skills.
- Attention to detail and discretion with sensitive information.
- Professional appearance and demeanor.
- Fluent in English.
- Strong organizational skills with the ability to prioritize tasks and manage time effectively.
- Ability to handle sensitive and confidential information with integrity.
- Strong problem-solving and decision-making abilities.
- Flexibility to adapt to changing priorities and work well under pressure.
- Strong work ethic and a proactive approach to work.
