Administrative Assistant

Administrative AssistantClyde & Co seeks a proactive and detail-oriented Administrative Assistant to join our Dallas office. As a part of our North America Administrative Assistant pool, you will collaborate with other Administrative Assistants across the region to provide seamless support to our fee earners and staff. The ideal candidate will have a service-oriented mindset and be accustomed to working in a fast-paced environment.Key ResponsibilitiesOperationsOversee day to day facility operations and serve as point of contact for general office inquiriesOversee Reception desk including answering phone and greeting visitorsAssist with new hire onboardingReview and process operation invoices as neededCheck for incoming faxes and forward them to recipientsOccasional courier runs (as requested)Assist with copy and print jobs; create binders and labelsMonthly reconciliations of office credit cards and court docket prepaid accountsHandle new parking requests, validations and monthly invoicesOrder new joiner office access cards and assigned property access via BrivoProvide back up to records managementProfiles into firm document management system all incoming mail, faxes, overnight deliveries and forwards to appropriate teams for further handlingOrder new joiner business cardsLegal Administrative SupportProvide overflow administrative support to region as a member of the Administrative Assistant Resource Team (AART)Assist with downloading and saving electronic recordsAssist with downloading electronic court filings, saving into document management system and routing to appropriate teamAssist with closing matter memosAssist with preparation of expense reports and tracking payment of sameAssist with additional administrative or legal support ad hoc projects as neededFacilitiesEnsure cleanliness of lobby, reception areas, conference rooms, visitor offices, kitchen and coffee station in orderly appearance and stocked with suppliesCopier and printer maintenance: fill machines with paper; order toner, call for service as necessaryComputer set-ups and troubleshooting IT issuesServe as a secondary contact for facilities services in coordinating facilities improvement projectCoordinate office cleaning with building management and office service teamEnsure all plumbing, electrical and HVAC systems are working properly.

Report all issues and hot/cold complaints to building managementEnsure the office has enough emergency supplies and emergency preparedness plans are in placeEvaluate life & safety procedures and work with management to develop a safe work placeCoordinate bi-annual carpet cleaning scheduleNotify specific vendors of any problems with office machines and follow through to see all repairs are completedConference Services & HospitalityCoordinate guest offices and hospitality arrangements for visiting employees and clientsEnsure conference rooms are neat, and supplies are maintained at established levelsPerform quality of service checks on local conference room meetingsSet up conference rooms for meetings and special eventsMake hotel and car reservations for expecting visitorsCoordinate and assist with VIP reception events for clients and employees of the firmWork closely with catering company for all reception and catering needsProvide support in audio visual set-ups for meetings and conference callsCandidate Specification:Excellent organizational skillsAbility to organize a varied workload and prioritize tasks to meet agreed deadlinesExcellent communication skillsSelf-motivated, pro-active and able to use own initiativeGood attention to detailFlexible approach with willingness to accept a range of varying responsibilitiesPositive attitudeTeam playerExperience and Knowledge:MS Office skills (Outlook, Word, Excel and PowerPoint)Good verbal and written communication skillsAccurate typing (minimum speed 50 wpm)Excellent spelling and grammar