Administrative Assistant- Office Services

Diaz Anselmo & Associates P.A.; Naperville (IL); On-site; USD 40,000 - 52,000; Full time

Benefits offered by this job

Paid Time Off

Health Insurance

Life Insurance

Short-Term Disability

401(k) Matching

Professional Growth

Job summary

Diaz Anselmo & Associates P.A. seeks an organized Administrative Assistant to support the Office Services team. You will handle front desk duties, mail and document management, and file legal/electronic records while ensuring a professional, welcoming environment.

The role emphasizes accuracy, confidentiality, and multi-tasking in a fast-paced legal office. Join a team focused on efficient operations and client service.

Qualifications

• High school diploma or equivalent required; an associate’s degree or higher is preferred.
• 1–3 years of administrative support, office services, or reception experience (legal/professional services is a strong plus).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with electronic filing systems.
• Strong organizational skills, meticulous attention to detail, ability to multitask under tight deadlines, and ability to handle confidential matters.
• Excellent verbal and written communication with a professional, customer-first demeanor.

Responsibilities

• Front Desk & Reception: greet clients and manage visitor logs and check-in.
• Mail & Document Management: sort mail, handle scanning, copying, and filing.
• Legal & Electronic Filings: manage filings across county portals and distribute documents.
• Office Upkeep: maintain cleanliness and organization of common areas and supply spaces.
• Special Projects: assist with ad-hoc administrative duties and initiatives.

Skills

Microsoft Office

Attention to detail

Multitasking

Professional communication

Confidential handling

Reception/front desk

Education

High school diploma

Associate degree or higher (preferred)

Tools

Electronic filing systems

Scanner/Copier

Job description

We are seeking a highly organized and detail-focused Administrative Assistant to join our Office Services team. In this role, you will play a key part in supporting daily operations across departments, ensuring our workplace remains professional, efficient, and welcoming. If you thrive in a fast-paced environment and take pride in being a reliable resource for office support, we encourage you to apply.

Key Responsibilities

• Front Desk & Reception: Deliver a warm, professional greeting to clients, visitors, and staff while managing visitor logs and check-in procedures.
• Mail & Document Management: Sort and distribute incoming mail and correspondence; assist with high-volume scanning, copying, and physical document filing.
• Legal & Electronic Filings: Handle electronic filings across various county portals and distribute documents and internal communications across departments.
• Office Upkeep: Maintain the cleanliness and organization of common areas, including kitchens and copier stations.
• Special Projects: Provide proactive support for ad-hoc administrative duties and office initiatives as assigned.

Qualifications & Skills

• Education: High school diploma or equivalent required; an associate’s degree or higher is preferred.
• Experience: 1 to 3 years of experience in administrative support, office services, or reception (experience in a legal or professional services environment is a strong plus).
• Technical Skills: Proficiency in the Microsoft Office Suite (Word, Excel, Outlook) and familiarity with electronic filing systems.
• Soft Skills: Strong organizational skills, meticulous attention to detail, the ability to multitask under tight deadlines, and sound judgment for handling confidential matters.
• Communication: Excellent verbal and written communication skills with a professional, customer-first demeanor.

Physical Requirements

• Ability to remain seated for extended periods and operate standard office equipment.
• Manual dexterity for document handling, filing, and data entry.
• Visual and auditory acuity to review materials and respond to communications.
• Occasional lifting and carrying of up to 20 pounds.
• Mobility to navigate the office and access supply areas.

Benefits & Perks

• Paid Time Off: Generous vacation policy plus 8 company-paid holidays.
• Health & Wellness: Comprehensive medical, dental, and vision insurance with employer contributions for you and your dependents.
• Supplemental Coverage: Company-paid life insurance, short-term disability, and an Employee Assistance Program (EAP).
• Retirement Planning: 401(k) plan featuring competitive company-matching contributions.
• Professional Growth: Ongoing opportunities for development and career advancement.