Administrative Assistant

Cozen O'Connor is a rapidly growing law firm known for its commitment to action and tangible results. They are seeking an enthusiastic Administrative Assistant who will perform extensive multi-tasking, manage communication, and provide organizational support within the firm.

Responsibilities

• Answer incoming calls, transfer and/or take messages
• Responsible for hospitality services including greeting guests, reserving offices
• Serve as a point of contact for internal/external inquiries and direct them appropriately
• Monitor and respond to emails as needed and appropriate
• Assist with closing files per department protocol upon file conclusion
• Organize and maintain both physical and digital filing systems for easy retrieval
• Maintain, input, and update contacts in the firm’s client database
• Track, compile, organize, and submit expense reimbursements and vendor invoices into the firm’s finance database (Chrome River)
• Maintain calendars, schedule appointments, and coordinate all details for client/guest meetings, including breakfasts, lunches, and dinners
• Assist in obtaining and reserving conference rooms for depositions and meetings, including confirming videoconferencing needs and attendee numbers
• Organize office events such as celebration lunches, including ordering food and confirming dates/attendees
• Tracking and ordering standard office and kitchen supplies
• Coordinate incoming and outgoing mail services including FedEx shipments for attorneys and staff; research unidentified mail
• Assist with duplicating requests and creating labels, binders as needed
• Communicate with building re: requests for maintenance and work orders; follow up required to be sure tickets are completed
• Assist with entering attorneys and lobbyists time
• Assist attorneys and staff by proofreading documents, redacting documents, composing cover letters and basic correspondence
• Other administrative projects as assigned

Skills

• Office/Clerical Administrative experience is required
• Experience with data management using Chrome River and iManage with advanced level experience in Word and Outlook
• Ability to draft, proofread and edit correspondence, memoranda, e-mails with minimal supervision
• Excellent communication skills
• Ability to work autonomously or in a team environment
• Work well under pressure and strict deadlines

Company Overview