Job description
LAW FIRM SEEKING AN EXPERIENCED ADMINISTRATIVE COORDINATOR
MacDonald Illig Jones & Britton LLP, the largest law firm in Northwest Pennsylvania, is seeking an experienced Administrative Coordinator to join our administrative team. This position assists with various areas of the overall administrative operations of the firm.
General Areas of Responsibilities
· Attorney Professional Matters:
Process all dues for attorneys for various professional organizations including the American, PA and local bar association dues. Submits applications for other state bar associations and/or courts. Tracks attorney CLE (Continuing legal education) courses attended to ensure compliance. Submits annual required PA attorney registrations
· Purchasing:
Responsible for inventorying, ordering and processing invoices for various office and kitchen supplies.
· Personnel:
Backup to HR Manager for scheduling staff and time-off recording. Prepares offices or work spaces for incoming attorneys and staff. Assists firm's Recruiting Committee with attorney and summer law clerk hiring. Post positions at various law schools. Collects and distributes candidate applications, schedules interviews and processes acceptance/rejection letters. Maintains recruiting database of candidates.
· Meetings:
Orders lunches or dinners for management and firm meetings. Makes reservations for attorneys to attend specific professional organization meetings.
.Marketing:
Organizes, orders and distributes client holiday gifts. Orders all firm logo wear.
· Social Functions:
Organizes various firm social functions including retirement and cocktail parties, annual holiday party and firm picnic. Makes reservations for attorneys for various social events and bar association functions.
· Library:
Orders and renews various library services and processes invoices for payment. Maintains library Access database. Files loose leaf services and shelves books
· Administrative:
Provides administrative secretarial support to Firm Administrator, HR Manager, Accounting Manager and Marketing Manger. Fill-in as needed for receptionist and administrative services staff. Handles notary applications and renewals. Reviews all miscellaneous or unidentifiable mail for proper distribution or handling. Updates signature cards adding attorneys to various firm bank accounts.
· Miscellaneous:
Assists Human Resources, Accounting and Marketing Managers on an as needed basis.
Qualifications
· Associate degree preferred.
· 1-2 years experience in an increasingly responsible administrative support role.
· Ability to manage small projects and work autonomously and handle confidential information.
· Strong organizational and time management skills, and ability to prioritize.
· Excellent communication and interpersonal abilities.
· Moderate to advanced skills with Microsoft Office Suite.
Excellent Benefit Package:
Health Insurance
Dental Insurance
Vision insurance
Short Term Disability
Long Term Disability
401(k)/Profit Sharing
Vacation, Sick & Personal
Please send cover letter with resume. EOE
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Preferred)
Experience:
- Microsoft Office: 1 year (Required)
- Time management: 1 year (Required)
- Administrative experience: 1 year (Preferred)
Work Location: In person
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