Key Responsibilities:
- Administrative Support: Provide comprehensive administrative support to the staff, including managing calendars, scheduling meetings, and coordinating travel arrangements.
- Document Management: Prepare, format, and proofread documents, correspondence, and reports. Organize and maintain physical and electronic filing systems.
- Client Interaction: Serve as a point of contact for clients, answering phone calls, responding to emails, and managing client communications in a professional manner.
- Office Management: Oversee office supplies inventory, order materials as needed, and ensure office equipment is properly maintained.
- Billing and Invoicing: Assist with billing processes, including preparing invoices, tracking payments, and managing client accounts.
- Research: Conduct basic research and gather information to assist staff in case preparation.
- Meeting Coordination: Organize and prepare for meetings, including arranging conference rooms, preparing agendas, and distributing meeting materials.
- Time Management: Monitor and manage staff's time entries, ensuring accurate and timely submissions.
- Confidentiality: Handle sensitive information with the highest level of confidentiality and professionalism.
Qualifications:
- Bachelor’s degree preferred.
- Minimum of 1 year of experience in an administrative or secretarial role.
- Strong written and verbal communication skills.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent organizational and time management abilities.
- Ability to work independently and prioritize tasks effectively.
- Professional appearance and demeanor, strong attention to detail, ability to maintain confidentiality, and a proactive attitude.