What are the responsibilities and job description for the Administrative Assistant position at Long Hagan Huff-Harris?
The Administrative Assistant is a vital position at Long Hagan Huff-Harris that acts as the primary point of contact for clients and a cornerstone of their department. Therefore, strong communication and interpersonal skills are essential qualities to be successful in this role. The ideal candidate must have superior attention to detail, excellent written and oral communication skills, an ability to multitask, and to see tasks through completion in a fast-paced environment, amid frequent interruptions.
Long Hagan Huff-Harris is a growing Family Law, Trusts and Estates, and Business Law Firm located in Massachusetts, with locations in both Boston and Duxbury. Our firm is a company built on the strength of its people. We look for individuals with a passion for excellence and superior attention to detail, who will provide our clients with exceptional service every day.
Responsibilities:
• Answer incoming calls and routing them to the correct parties.
• Facilitate outgoing calls to clients, vendors, and other parties.
• Process incoming and outgoing mail.
• Perform client intake calls and transcribe correspondence.
• Organize and manage firm calendars and scheduling.
• Manage and organize email inboxes.
• Assist with drafting correspondence and sending letters, as needed.
• Manage and organize documents, both physical and electronic.
• Scanning and uploading documents to client portal or Google Drive.
• Assist with various other duties, as needed.
We offer:
• Competitive Hourly Pay
• Vacation, Personal, Sick Paid Time Off
• Paid Holidays
• 401K Matching
• Health Insurance
• Life Insurance
• Ongoing Training
• Hybrid/Flexible Work Schedule
Requirements:
• Excellent Customer Service Skills – A welcoming and polite demeanor is essential to success in this position. Additionally, clients expect prompt responses and follow-up to all correspondence, whether it’s over the phone or email. It is critical to remain composed even if the client expresses frustration.
• Superior Attention to Detail - Ability to switch gears with shifting priorities. Given all the moving parts and daily interruptions, it is critical that the Administrative Assistant be able to shift their attention while still being detail-oriented and focused on quality.
• Organized and Systematic - In an environment with lots of moving pieces, systems are essential, and the ideal candidate would have a firm grasp on the importance of organization and following processes to ensure follow through. Additionally, the Administrative Assistant must have an excellent ability to manage multiple on-going projects at various stages of workflow, so superior time-management skills are essential.
• Communicative and Collaborative - We are a close team and do our best work based on trust in each other and collaboration. Strong interpersonal, communication, and organizational skills are essential, not only when working within the office, but also working with clients and their families, as well as other professionals in the community.
• Self-Motivated and Self-Assured - If you encounter a problem, we want you to be a part of the solution! While we value collaboration, it is important to have the ability to work independently and the ideal candidate would be self-directed.
• Strong Computer and Technology Skills - The ideal candidate must be comfortable with using technology daily and learning as needed.
• Ability to Manage Up - In the fast-paced environment of the law firm, the Administrative Assistant must manage his or her supervisor to streamline processes, meet client expectations, and meet deadlines.
• Compassionate and Caring - As a law firm that frequently assists individuals who are experiencing stressful situations, possessing exemplary listening skills, customer service, and empathy is critical.
• Experienced - Previous professional or academic experience in the legal industry, as well as previous experience in an administrative setting, are a plus.
This Job Is Ideal for Someone Who Is:
• Dependable - more reliable than spontaneous.
• Sociable - enjoys interacting with people and working on group projects.
• Adaptable - enjoys doing work that requires frequent shifts in direction.
• Meticulous - would rather focus on the details of work than the bigger picture.
• Ambitious - enjoys taking on challenges, even if they might fail.
Long Hagan Huff-Harris is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.
