Management Assistant jobs in United States

To be responsible for the firm's front of house operations at our Clapham office, maintaining the necessary supplies at each office and providing administrative support to the practice director and select partners. This is a varied role where no two days will be the same. The successful candidate will be able to problem solve effectively, apply a common sense approach to new situations, be highly organised and adept at multi-tasking.

This role is office based, Monday to Friday (excluding bank holidays), 09:30 to 17:30.

The successful candidate would be responsible for the following:

• Reception
  • Greeting clients and visitors professionally and politely.
  • Managing the Outlook diaries of the firm's meeting rooms at all offices, assisting with booking meetings, sending out meeting invites.
  • Setting up and clearing the meeting rooms for all meetings with external visitors in the Clapham office.
  • Booking couriers and taxis for colleagues.
  • Sending letters and parcels at the post office and collecting, scanning and distributing incoming mail (post/DX).
  • Providing weekly updates to the firm's telephony provider as to who is on annual leave.
  • Ensuring office windows and doors are unlocked and locked at the start and end of each day.
• Office administration
  • Responsible for archiving physical client files, recalling files from archive and liaising with the archiving company.
  • Coordinating confidential recycling collections across the 3 offices.
  • Setting up the meeting room for the office weekly meeting and all firm presentations, including all tech requirements.
  • Setting up the room and taking a note in the firm's weekly meeting.
  • Independently managing stock levels at the office and ordering stationery, tea/coffee and provisions for meetings from our preferred suppliers when required.
  • Responsibility for carrying out and recording the weekly fire alarm test at our Clapham Office.
  • Responsibility for liaising with and booking any service and maintenance contractors for services and ad hoc issues.
  • Liaising with the on site concierge.
• Supporting non-founding partners of the firm
  • Assisting diary organisation, advising on availability, liaising with their clients to book meetings/calls and liaising with external professionals to book meetings and business lunches.
  • Assisting with booking travel and accommodation for business trips.
  • Submitting expenses claims in line with the firm's policy.
  • Assisting with booking lunch and learn training sessions.
  • Monitoring their inboxes when they are on annual leave and distributing the necessary correspondence.
• Assisting the accounts team
  • Arranging client cheques received to be scanned and saved to the client file, emailed to our bookkeeper, recording in the credit book, and taking it to the bank to be deposited.
  • Taking debit and credit card payments for clients, sending copy of payment to the client, and informing our bookkeeper.
• This role forms an integral part of the firm's operations team, and it is expected that the candidate in the role will assist the firm's practice director and operations manager with day-to-day tasks in the office, operational projects and any other task reasonably requested.
• All necessary training would be provided to the successful candidate.

Fill in the online application or send a CV and cover letter to recruitment@burgessmee.com.