Senior Legal Receptionist & Switchboard

Position Profile

Provides exceptional service within a legal office environment by greeting and assisting all visitors and answering and handling incoming calls. Also performs administrative duties as necessary. Maintains utmost professionalism and a willingness to assist legal clients, including law partners, paralegals, and legal administrative assistants, with value-added services.

Job Duties and Responsibilities

• Meets and greets all visitors and employees, providing a professional welcome and an exceptional level of service
• Schedules meeting rooms, ensuring each has the necessary supplies, beverages, and video conferencing tools prior to client meetings
• Answers all incoming telephone calls using firm/Ricoh phone etiquette and maintains professional communication standards
• Engages in company and community service events, firm initiatives, and philanthropy
• Performs light clerical/administrative assistant duties, including:
• Preparing documents, maintaining files and calendars
• Scheduling appointments and meetings
• Preparing legal documents and correspondence from drafts or dictation
• Managing calendars and assisting in meeting deadlines
• Maintains an organized workspace and performs light housekeeping duties
• Delivers "value-added" services as approved by Site Manager/Supervisor
• Builds professional relationships with clients and firm employees
• Learns firm culture, key personnel, and their roles to integrate smoothly and effectively
• Ensures proper visitor and guest security procedures are followed
• Monitors the whereabouts of attorneys and staff to properly manage calls and visits
• Acts as firm concierge for guests, clients, and staff (e.g., local amenities knowledge)
• Maintains a professional appearance and a clean lobby area
• Orders and organizes supplies as needed
• Provides hospitality as needed: coffee, water, food and beverage orders
• May assist with issuing and tracking customer property (e.g., ID badges, phones)
• Performs other duties as assigned

Qualifications (Education, Experience, and Certifications)

• High school diploma required
• Three (3) years of related business experience preferred
• Strong preference for administrative and switchboard experience in a legal environment
• Associate or Bachelor's degree preferred

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office Suite, especially Word and Excel
• Excellent customer service and attention to detail
• Ability to handle multiple tasks simultaneously
• Strong organizational and communication skills
• Professional demeanor
• Comfort with technical equipment

Working Conditions, Mental and Physical Demands

• Typical office environment with standard lighting, temperature, and noise levels
• Work involves interpreting complex material, data, and instructions
• Requires preparation, presentation, and communication of various information
• Primarily sedentary, but may involve walking, standing, bending, and lifting up to 50 lbs
• Moderate dexterity for handling tools, using a keyboard, or equipment

This job description outlines the general responsibilities and requirements of the role. It is not an exhaustive list of all duties, skills, or working conditions associated with the position.