Reception and Conference Center Administrative Assistant

Washington, DC

Summary

Premier, boutique, litigation law firm is seeking a Receptionist and Conference Center Administrative Assistant for their Washington DC office. The person in this role will serve as an onsite Office Administration resource in their Washington, DC office. Duties include front-desk coverage, visitor and call assistance, reception area upkeep, managing the master schedule, coordinating meetings and conference rooms, providing administrative support, and performing additional tasks as assigned by the DC Office Manager.

The firm brings together a high-stakes, cutting-edge litigation practice serving clients across a wide range of practice areas, including commercial litigation, white-collar criminal defense and internal investigations, employment and discrimination, and complex regulatory and securities matters. The firm has also built a pioneering public interest practice geared to the great and urgent challenges of our time.

Since their founding, they have achieved tremendous success and growth and seek motivated and talented professionals to join their team.

Responsibilities

• Primary duties include serving as receptionist and efficiently managing the front desk and conference center.
• Greet and register clients and guests of the firm, cultivating a warm and professional atmosphere.
• Provide backup coverage for the NY Office Receptionist including answering, screening, and transferring calls, and handling voicemails.
• Manage meeting and conference room bookings (internal and external), coordinating videoconference setups, and assisting with catering events.
• Generate monthly conference center reports, track meeting usage, and maintain conference rooms, lobby, and pantries.
• Manage courier requests, shipping, receiving, and correspondence (emails, mail, packages), ensuring proper preparation and postage.
• Coordinate building services and amenities.
• Provide backup administrative support to DC Office Manager and Executive Assistant, including calendar management, meeting coordination, document preparation, and office logistics.
• Support proofreading, formatting, and preparation of engagement letters and client materials.
• Assist with client and new matter intake and documentation, review and redline documents, and use comparison software for accuracy.
• Deliver excellent customer service, respond to inquiries, and follow up to ensure satisfaction.
• Provide backup coverage for the Office Services Coordinator during periods of absences and times of high-volume activity.

Qualifications

The successful candidate will have a combination of employment, educational, and life experience that demonstrates the qualities and skills below:

• Experience, Knowledge, and Skills: Two or more year(s) of receptionist experience preferred. Proficient computer skills including knowledge of MS Word, Outlook, and Excel.
• Clear Communication and Attention to Detail: You express yourself clearly and concisely, always highlighting the most important information. You show great accuracy, attention to detail and good organizational skills. You proactively communicate the status of your work and share updates with colleagues when necessary. You ensure that your work is mistake free.
• Confidentiality: You must be able to adhere to Firm policies regarding the protection of confidential data and demonstrate sensitivity to (and good judgment in connection with) confidential attorney, personnel, and Firm matters.
• Flexibility: You are versatile and able to respond quickly and positively to shifting demands and opportunities. You are comfortable in an environment where your responsibilities may vary from day to day. You demonstrate a “no job too big, no job too small” attitude, and take a collaborative, team‐focused approach to rejuggling priorities and contributing to Firm tasks.
• Ownership, Initiative, and Teamwork: You take ownership of your projects and follow through on their completion. You proactively anticipate, communicate, and work to independently resolve obstacles you encounter in your work. You possess a strong customer‐service orientation and ability to work well within a team and are able to establish and maintain strong working relationships with employees, clients, and professionals.
• Organization and Project Management: You are comfortable balancing tasks of varying levels of urgency and complexity and work well under pressure with tight deadlines.
• Mission Orientation: You are enthusiastic and passionate about our commitment to civil rights and public interest law. You thrive when your work is connected to purpose.

In addition, the successful candidate will be based in the Washington, DC area or willing to relocate and will be available to work 9:00am-6:00pm, Monday through Friday. This is not a hybrid position.

Compensation: $65,000.00-$75,000.00, plus overtime and bonus