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Administrative Assistant

Job ID: EB-3641110277

Send your resume to info@insearchsf.com with the job ID

LOCATION

Oakland office (Rockridge Area)

POSITION

Administrative Assistant

 

ATTRACTIVE FACTORS

  • Fast paced environment
  • Positive culture and office environment
  • Opportunity to work with an exceptional leader
  • Ability to work alongside and learn from a passionate, motivated, smart team
  • Cute Rockridge office location, walking distance from BART station
  • Terrific opportunity to learn about cryptocurrencies/digital assets, also an opportunity to learn and take classes in aspects of legal
  • Paid time off, paid holidays, paid CLEs, and benefits packages, including medical and dental plans, and 401k.

 

KEY RESPONSIBILITIES

  • Provide executive support to the Firm’s partners.
  • Manage a complex, changing, high‐volume calendar across multiple time zones, while ensuring a seamless flow of the partners’ day-to-day activities.
  • Act as a liaison for the partners.
  • Prepare and respond to correspondence.
  • Receive firm clients and visitors.
  • Strategic time management, calendar management, and domestic travel coordination.
  • Answer phone inquiries, direct calls, and provide basic company information.
  • Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
  • Handle confidential information and non-routine information with the utmost discretion.
  • Prepare information and research for partner needs.
  • Handle data entry for partners’ billable hours.
  • Work collaboratively in a multi‐support team.
  • Process new and existing client matters.
  • Research entities and personnel, and run client reports.
  • Provide additional administrative support as needed and take on special projects as requested.
  • Manage administrative tasks for our SF and Rockridge offices.
  • Assist in planning company events, meetings, and special projects within the firm.
  • Assist in basic set-up, installation, delivery, and maintenance of the firm’s software and workstation hardware for colleagues including but not limited to desktops, laptops, scanners, printers, and phones.

TOP KEYS FOR CLIENT

  • Bachelor’s degree in business administration or related field.
  • 2+ years prior experience in mid- to senior-level administration, business, management, or related fields.
  • Strong Microsoft Office skills (particularly Word, Adobe Acrobat, Outlook, Excel, and scheduling in MS Teams).
  • Excellent proofreading abilities.
  • Acute attention to detail.
  • Strong writing and verbal communication skills (communicate in a clear, concise, and direct manner).
  • Excellent time management and prioritization skills; ability to handle multiple concurrent assignments with a high degree of accuracy and meet deadlines in a high‐pressure environment.
  • Strong problem-solving and analytical skills to oversee challenging matters and changes in workflow.
  • Strong ability to work diplomatically with different communication styles, personalities, and varying levels of accountability.
  • Prior law firm and TABS billing software experience is a definite plus.