Legal Receptionist / Administrative Assistant

Provides exceptional customer service in a legal office environment by greeting and assisting visitors, answering incoming telephone calls, managing email requests, and performing administrative duties. Supports attorneys, paralegals, legal administrative assistants, clients, and employees while maintaining a professional and welcoming environment.

Legal Receptionist / Administrative Assistant
4+Month Contract
Palo Alto, CA (onsite)

Overview

Provides exceptional customer service in a legal office environment by greeting and assisting visitors, answering incoming telephone calls, managing email requests, and performing administrative duties. Supports attorneys, paralegals, legal administrative assistants, clients, and employees while maintaining a professional and welcoming environment.

Responsibilities

• Greet and welcome all visitors and employees, providing professional assistance.

• Answer incoming telephone calls using professional phone etiquette.

• Manage and prioritize incoming email requests.

• Schedule and reserve conference rooms, ensuring necessary supplies, beverages, and video conferencing equipment are available.

• Assist with scheduling appointments, meetings, and calendar management.

• Perform clerical and administrative duties, including preparing documents, maintaining files, and handling correspondence.

• Prepare legal documents and correspondence from drafts or dictated text as required.

• Monitor attorney and staff availability to appropriately handle calls, visitors, and inquiries.

• Build professional relationships with clients, vendors, and employees.

• Maintain visitor and guest security procedures.

• Serve as a concierge by assisting visitors and providing information about nearby restaurants, coffee shops, and local services.

• Maintain the cleanliness and professional appearance of the reception area and meeting spaces.

• Order and organize office supplies and maintain supply rooms.

• Provide hospitality services, including arranging coffee, water, food, and refreshments.

• Assist with issuing and tracking visitor badges, cellular phones, and other company property.

• Participate in company and community service events and initiatives.

• Perform other duties as assigned.

Requirements

• High school diploma required; Associate or Bachelor's degree preferred.

• Three years of related business experience preferred, with strong preference for administrative and switchboard experience, particularly in a law firm or legal environment.

• Proficiency in MS Office Suite, specifically Word and Excel.

• Excellent customer service and communication skills.

• Strong organizational skills and attention to detail.

• Ability to handle multiple tasks and prioritize responsibilities in a fast-paced environment.

• Ability to work independently with minimal supervision and demonstrate initiative.

• Professional appearance and conduct.

• Ability to operate office and technical equipment.

Metasys Technologies/NVISH is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran or disability status.