What are the responsibilities and job description for the Administrative Assistant position at Epstein Becker & Green, P.C.?
Summary
Epstein Becker Green is seeking an organized, reliable, and proactive Administrative Assistant to join our Portland office. The ideal candidate will have strong organizational skills and the ability to multitask in an office environment. This role will provide administrative support to the attorneys and professional staff in the Portland office and will coordinate with the Director of Office Administration to ensure the smooth daily operation of the office.
This is a part-time position with a flexible schedule based on the needs of the Firm and the Portland office. The total hours worked per week will not exceed 30 hours, and the schedule may be adjusted periodically to align with the Firm's and office's requirements.
Responsibilities
Reception / Front Desk :
Greet clients, visitors, and vendors, offering a welcoming environment.
Maintain a clean, organized, and functional office space, including filing, restocking office supplies, and tidying common areas.
Order and manage office supplies, ensuring adequate stock levels and coordinating replenishment when necessary.
Package & Mail Handling :
Receive and sign for incoming packages, ensuring timely distribution to the appropriate individuals.
Sort, distribute, and organize incoming mail and packages; ensure outgoing mail is prepared and sent on time.
Retrieve items from the post office as needed.
Meeting & Conference Room Setup :
Prepare conference rooms for meetings, ensuring rooms are set up with necessary equipment (projectors, screens, etc.) and seating arrangements.
Set up food and beverages for meetings, ensuring that catering, coffee, water, and snacks are provided as needed.
Coordinate with vendors for any external catering or special requests.
Clean and organize the conference room after meetings, resetting for the next use.
Administrative Support :
Assist with general office administrative tasks, such as document preparation, filing, and data entry.
Assist in organizing documents for scanning, archiving, and filing in both physical and digital formats.
General Office Support :
Provide additional administrative support as needed for ongoing projects or special tasks.
Assist with office-related errands, such as trips to the post office or office supply stores.
Assist the Director of Office Administration in maintaining a comfortable office environment through basic office maintenance tasks, including light cleaning and organizing supplies.
Qualifications :
High school diploma or equivalent required. Associate’s degree preferred.
2 years of experience in an administrative or office support role, preferably in a professional service setting.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace (Docs, Sheets, Drive), and general office equipment.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Ability to prioritize tasks and handle multiple responsibilities simultaneously.
Demonstrated ability to maintain confidentiality and handle sensitive information.
Positive attitude, team-oriented mindset, and ability to adapt in a fast-paced environment.
Physical Requirements :
Ability to sit, stand, and walk around the office throughout the day.
Ability to lift and move office supplies, boxes, or equipment (up to 25 lbs).
Epstein Becker Green is an Equal Opportunity Employer.
The information presented is intended to describe the general nature and level of work required of an employee holding this position. This information is not intended to be construed as an exhaustive list of all responsibilities duties and skills. From time to time, job duties and responsibilities may be modified or adjusted to meet the demands of the job without a formal revision to this form.
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