Administrative Assistant Job at Robert Half in Lake Geneva

Robert Half is assisting a professional services firm in the recruiting for an Administrative Assistant to provide comprehensive administrative support within their organization. The ideal candidate will possess excellent communication skills, a professional demeanor, and the ability to effectively handle multiple deadlines in a fast-paced environment. This role focuses on delivering administrative support to enhance the efficiency of day to day operations while maintaining the highest standards of confidentiality and accuracy.

This is a permanent placement opportunity offering health insurance, paid time off, annual bonus eligibility and 401k match.

Key Responsibilities:

• Administrative Support:
• Manage calendars, schedule meetings, and coordinate travel arrangements
• Prepare, edit, and format documents, correspondence, and presentations with a high degree of accuracy.
• Assist in the preparation and filing of legal documents, contracts, and filings, ensuring filings align with deadlines
• Handle sensitive and confidential legal correspondence.
• Client Interaction:
• Serve as a point of contact for clients and external stakeholders, managing communications professionally and efficiently.
• Screen, route, and respond to incoming calls and emails, providing outstanding client service.
• File and Record Management:
• Maintain organized and up-to-date electronic and physical filing systems for documents.
• Assist in tracking and logging billable hours for projects using timekeeping software
• Team Collaboration:
• Coordinate with other staff members to support projects and deliverables.
• Assist with meeting preparations, agendas, and minutes when requested.
• Office Management Tasks:
• Oversee supply inventory and arrange procurement, ensuring smooth operation of the team’s workspace.
• Manage incoming and outgoing mail, including deliveries and courier services.

• Proven experience as an administrative assistant, preferably in a legal or professional services environment.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Experience with tracking and logging billable hours for projects.
• Excellent organizational and multitasking abilities with attention to detail.
• Strong written and verbal communication skills.
• A professional demeanor and ability to maintain confidentiality.
• Bachelor’s degree or equivalent experience in a legal administrative role is preferred.