Administrative Assistant - Boulder, CO

Clark Hill Law; Boulder (CO); On-site; USD 38,000 - 48,000; Full time

Job summary

Clark Hill PLC is seeking an Administrative Assistant in its Boulder, CO office to support the office and CHART with overflow tasks. The role includes running the reception desk, greeting clients, scheduling conference rooms, handling mail and facilities needs, and performing various document tasks.

Ideal candidates will have 1–2 years of reception/administrative experience, strong communication skills, and proficiency with Microsoft Office. This is a full-time on-site position in Boulder.

Qualifications

• High school diploma or GED required; associate degree or industry certification preferred.
• 1–2 years of reception/office admin experience.
• Strong customer service and communication skills.
• Proficiency with Microsoft Office and basic office equipment.

Responsibilities

• Prepare letters, memos, reports, and other documents.
• Enter client information for conflict checks and matter openings.
• Maintain paper/electronic filing systems.
• Manage reception desk, answer calls, greet clients and visitors.
• Coordinate conference room scheduling and hospitality needs.
• Handle mail, packages, and courier shipments (FedEx, UPS).
• Oversee building maintenance requests with the Office Manager.
• Process accounts payable and trust checks as needed.
• Support office services such as copy center projects and supply management.
• Assist with overflow administrative tasks for CHART as required.

Skills

Customer service

Communication

Organizational skills

Multitasking

Microsoft Office

Phone etiquette

Education

High school diploma or GED

Associates degree preferred

Industry certification preferred

Tools

Microsoft Office Suite

Job description

Clark Hill PLC is seeking an Administrative Assistant for its Boulder, CO office location. This position performs a variety of intermediate level administrative tasks as required for the support of the office and assists the CHART (Clark Hill Administrative Resource Team) with overflow assignments. This position is also responsible for managing the reception desk including, answering phone calls, greeting clients and visitors, scheduling conference rooms and managing hospitality needs. In addition, this position provides Office Services, including but not limited to copy center projects, mail room duties, processing supply and equipment needs and other facilities services. This is a full-time, 40 hours per week on-site position.

Primary Responsibilities

• Prepares letters, memos, reports, and other documentation as required . Prepares and distributes office correspondence.
• Enters client information into the system for the purpose of running conflict checks for new clients and opening of new matters; as well as preparation of supporting documentation such as engagement letters.
• Manages, organizes, and maintains documents in paper or electronic filing systems.
• Manages the day-to-day operations of the office reception desk and answers all incoming phone calls in a timely manner; screens, routes, or takes messages as required.
• Greets all clients and visitors to the firm and contacts the appropriate attorneys, legal administrative assistants, paralegals, or other staff members in an efficient manner.
• Maintains and oversees the scheduling of all conference room needs and ensuring rooms are prepared as requested.
• Efficiently handles process servers pursuant to firm policy and procedures.
• Logs and transmits incoming accounts payable and trust checks.
• Submits and handles maintenance requests and serves as the primary contact for building maintenance personnel.
• Operates copier and maintains service and supplies on equipment.
• Sorts and delivers mail, as well as interoffice and outgoing mail and postal deliveries. Handles shipment of Fed Ex, UPS and other courier packages.
• Effectively teams with the backup receptionist to ensure that the appropriate levels of coverage are always maintained.
• Performs other duties or tasks as assigned or requested by the Office Manager, attorneys and paralegals.

Knowledge/Skills/Education

• High school diploma or GED equivalent required; Associates degree or industry certification preferred.
• At least one (1) to two (2) years reception and/or office administrative work experience.
• Superior understanding of office methods, procedures, and equipment.
• High level customer service skills, and the ability to effectively communicate and interact with clients, guests, and vendors.
• Dedicated to consistently meeting the expectations and requirements of the internal customers.
• High level of organizational skills, and the ability to multi-task and manage a diverse workload.
• Exhibits strong initiative as an individual and as a team member.
• Ability to learn, interpret, and apply policies and procedures.
• Excellent communication skills, both verbal and written and strong attention to detail.
• Excellent computer skills, with proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Willingness to learn new skills and responsibilities.
• Candidates must be able to work 8:00 am – 5:00 pm Monday – Friday with flexibility and/or occasional overtime.
• Must be able to lift up to 15 pounds at a time.
• Previous experience working in a law-firm environment, preferred.