Administrative Assistant - Atlanta

Administrative Assistant
Position Summary
The Administrative Assistant provides administrative and office support for the Atlanta office, including reception and visitor services, meeting and event coordination, office operations, facilities support, and general administrative assistance to attorneys and staff. This position serves as a primary point of contact for visitors and helps ensure the efficient day-to-day operation of the office.
Essential Duties and Responsibilities
Reception and Visitor Management

Greet and direct visitors, vendors, couriers, and guests in a professional and welcoming manner
Maintain a professional, organized, and welcoming reception area
Notify attorneys and staff when their visitors arrive
Coordinate visitor access as needed
Follow established visitor, building access, and office security procedures

Phones and Communications

Answer and route calls received through the main phone line
Take accurate messages and promptly relay them to attorneys and staff
Monitor general voicemail and email inboxes and route inquiries or respond as appropriate

Mail and Deliveries

Receive, sign for, and log incoming deliveries and route them to attorneys and staff
Retrieve deliveries and mail from the external mail room; sort and distribute appropriately
Prepare and coordinate outgoing FedEx and other courier shipments
Coordinate courier pickups
Track time-sensitive deliveries and promptly notify the intended recipient upon arrival

Conference Rooms, Meetings, and Events

Manage onsite conference room reservations and coordinate offsite meeting space as needed
Reserve offices and workspaces for visiting attorneys and other visitors
Assist with coordinating client events and firm functions
Coordinate conference room setup and cleanup before and after meetings and events
Coordinate catering, beverages, meals, supplies, and other meeting or event needs
Assist with meeting technology, materials, and other setup needs as appropriate

Office Operations

Monitor inventory and order office, shipping, mailing, printing, and other workplace supplies
Restock supplies throughout the office as needed
Maintain organized and well-stocked kitchens, conference rooms, workrooms, supply rooms, and other common areas
Monitor printers and copiers and coordinate resolution of equipment issues
Coordinate with IT and other firm departments regarding office needs, equipment, and service issues
Coordinate maintenance, facilities, and building service requests and follow through to completion
Coordinate with building management regarding access, deliveries, maintenance, and other building-related matters
Assist with new-hire office setup and onboarding logistics
Coordinate office access, badges, workspaces, and basic setup needs
Maintain current office vendor, building contact, and procedure information
Identify and communicate office operational issues requiring attention

Administrative Support

Assist with print and document-production projects, including large-volume printing, copying, collating, stapling, binding, and assembling materials
Assist with scanning and routing documents as requested
Perform notary public duties
Provide general clerical, administrative, and project support
Provide overflow assistance to legal assistants and paralegals as needed
Provide backup administrative support and coverage as business needs require
Maintain discretion and confidentiality when handling client, attorney, employee, visitor, and firm information
Serve as a primary resource for day-to-day Atlanta office administrative needs
Perform other duties and special projects as assigned

Qualifications

Prior administrative, receptionist, office services, or professional-services experience preferred
Strong interpersonal and customer-service skills with a professional and welcoming demeanor
Excellent verbal and written communication skills
Strong organizational skills and attention to detail
Ability to manage multiple priorities and respond to changing needs in a busy professional environment
Demonstrated initiative, reliability, and ability to work independently
Ability to interact professionally with attorneys, staff, clients, visitors, vendors, and other external contacts
Proficiency with Microsoft Office applications, including Outlook, Word, and Teams
Ability to handle confidential and sensitive information with discretion