The Information and Event Assistant (IEA) facilitates communications internally and externally by serving as the first point of contact for office visitors and callers, coordinating in-office and interoffice meetings and conferences, and assisting office personnel with strategic information gathering tasks. The IEA helps set the tone of the office by providing a high level of service, even in stressful situations, while maintaining a level head. This employee provides backup support to legal administrative assistants, observes confidentiality of clients and firm matters, performs duties with minimal supervision, and is motivated by the office’s continuous improvement culture. The IEA duties evolve with each person in the role to fully take advantage of the strengths of that individual.
ESSENTIAL JOB FUNCTIONS:
1. Greets and announces clients and visitors to the office and ensures proper clearance and routing of such parties; notifies supervisor of difficult situations.
2. Coordinates the use of conference rooms, and other office resources, including:
a. Schedules conference rooms for in-person meetings and video conferences.
b. Distributes a weekly schedule to staff personnel.
c. Maintains the neatness of the conference rooms; keeps supplies stocked.
d. Coordinates meeting catering and conference room setup, communicating with staff, attorneys, and outside vendors where necessary.
3. Serves as a liaison with our information technology team to ensure all technical issues are appropriately addressed in the office as quickly as possible.
4. Works with Office Managing Partner and Office Administrator on diversity & inclusion initiatives and other special projects.
5. Manages supply inventory, including ordering and restocking of all supplies for the office.
6. Keeps lobby, reception area, kitchens, and all other common areas clean.
7. Receives, records, and internally routes office deliveries appropriately.
8. Coordinates courier run deliveries and outgoing mail packages as needed.
9. Provides support for Office Administrator in submitting invoices, sending office updates from property management, coordinating charitable office campaigns, organizing office social events, and other office operational tasks.
10. Performs other duties as assigned, including assisting with PowerPoint presentations, word processing, time entry, large mailings, coordinating travel, and other projects as needed.
The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship.
KNOWLEDGE SKILLS AND ABILITIES REQUIRED:
1. Excellent attention to detail.
2. Strong sense of customer service.
3. Capacity to exert a high level of mental effort and calmness while performing a variety of essential duties.
4. Ability to convert memos, letters, and forms from rough draft to final, typed-quality documents.
5. Interpersonal skills in order to communicate by telephone and in person with visitors, attorneys, and staff; provide information with extraordinary courtesy and tact; and to convey the personality of the firm and office to individuals making their initial contact with the office.
6. Strong written and oral communication skills. More developed writing and research skills are a plus.
7. Willingness to occasionally work irregular hours and/or more than 37.5 hours per work week to perform essential duties of the position.
This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice.
Setting Up Files