Administrative Assistant

Dean Mead; Naples (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Dean Mead is seeking an organized administrative professional to join our Naples, FL office. The role handles front desk reception, document preparation, and routine office operations in a legal setting.

The candidate will manage binders, calendar scheduling, and time entry with attention to detail, supporting attorneys and IT coordination. On-site work with mileage reimbursement for errands is required.

Qualifications

• Minimum high school diploma or GED.
• Minimum of 2+ years’ relevant administrative experience (Preferred), in a legal setting (Preferred).
• Proficient in Microsoft Office Suite and PDF (Required).
• Experience with document management software (Preferred).

Responsibilities

• Handle front office reception duties including answering/directing calls and greeting visitors.
• Perform office services such as scanning, faxing, copying, filing, and mail processing.
• Assist with preparation of estate planning binders.
• Make external runs using personal vehicle (mileage reimbursed).
• Maintain conference room calendar and coordinate tech needs with IT.
• Maintain kitchens and supply rooms, including inventorying supplies.
• Enter attorney time entries and other requests into accounting software.
• Maintain electronic and physical files in the firm’s document management system.

Skills

Team player

Detail oriented

Multi-tasking

Fast-paced environment

Education

High school diploma or GED

Legal administrative experience

Tools

Microsoft Office Suite

PDF

Document management software

Job description

Duties and Responsibilities

• Conduct front office reception duties, including answering and directing phone calls and greeting in-person visitors.
• Complete a wide variety of office services tasks, including scanning, faxing, copying, filing, and processing mail.
• Assist with the preparation of estate planning binders.
• Make external runs on behalf of the firm using personal vehicle (mileage reimbursed).
• Maintain conference room calendar and availability, ensuring that rooms are equipped with appropriate supplies and coordinating technology needs with the Firm’s Information Technology personnel.
• Maintain kitchens and supply rooms, including inventorying supplies.
• Enter attorney time entries and other requests into accounting software.
• Maintain electronic and physical files in compliance with firm policies utilizing the firm’s document management system.

Requirements

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please contact Dean Mead Human Resources.

Other Skills And Abilities

• Desire to work in a fast-paced environment.
• A true team player.
• Highly detail oriented and organized.
• Ability to multi-task and handle shifting priorities.

Education And Experience

• Minimum high school diploma or GED (Required).
• Minimum of 2+ years’ relevant administrative experience (Preferred), in a legal setting (Preferred).
• Proficient in Microsoft Office Suite and PDF (Required).
• Experience with document management software (Preferred).

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 30 pounds at times.

Work Environment

• This position reports to work in-person at our Naples office.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.