Administrative Support Clerk

Zaddy Solutions; Irvine (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Zaddy Solutions in Irvine, CA is seeking an in-office Administrative Assistant to support the Office Manager and maintain a professional front office. The role covers scheduling, onboarding assistance, and coordinating meetings, while ensuring a welcoming environment for clients, visitors, and staff.

The position requires strong communication, multitasking, and proficiency with Microsoft Office. Expect a fast-paced legal-office setting and opportunities to contribute to daily operations.

Qualifications

• Minimum of one year of experience with scheduling, hospitality, and office logistics.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Excellent organizational and time-management skills.
• Professional demeanor and dependable work ethic.
• Strong attention to detail and documentation skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

Responsibilities

• Provide general administrative assistance to the Office Manager.
• Maintain physical and electronic filing systems and organize files for new matters.
• Input and save information to the firm's file system.
• Assist legal staff with large copy jobs and preparation of binders for hearings.
• Assist with onboarding tasks for new employees.
• Answer and direct incoming phone calls and accurately take and deliver messages.
• Greet visitors and guests, validate parking, and issue loaner key cards.
• Maintain a professional, organized, and welcoming front office area.
• Schedule meetings and send Outlook calendar invitations.
• Manage office reservations for visiting attorneys.
• Maintain and update the master conference room calendar.
• Prepare conference rooms for meetings and depositions and restock them as needed.
• Order and arrange food and beverages for meetings, including weekly breakfasts and lunches.
• Clean and restock the kitchen area at the end of each day.
• Stock printers and copiers with paper daily.
• Report office and equipment maintenance issues to the Office Manager.
• Submit building work orders for facility concerns, including temperature and cleanliness issues.
• Maintain and update inventory of office and kitchen supplies, including snacks and beverages.
• Retrieve, open, scan, and distribute incoming mail to the appropriate staff.
• Drop off outgoing mail and overnight packages at the end of each day.
• Monitor and maintain office supply inventory and order materials as needed.
• Organize and maintain supply rooms and file rooms.
• Coordinate with the Records Manager on large-scale records management projects.
• Understand and implement employee safety protocols.
• Assist with special projects and perform additional duties as assigned.
• Support the overall smooth and efficient operation of the office.

Skills

Scheduling

Hospitality

Office logistics

Verbal communication

Written communication

Organizational skills

Time-management

Professional demeanor

Attention to detail

Multitasking

Tools

Microsoft Office

Outlook

Word

Excel

Job description

RESPONSIBILITIES:

Administrative Support:

• Provide general administrative assistance to the Office Manager.
• Maintain physical and electronic filing systems and organize files for new matters.
• Input and save information to the firm's file system.
• Assist legal staff with large copy jobs and preparation of binders for hearings.
• Assist with onboarding tasks for new employees.

Front Office Operations:

• Answer and direct incoming phone calls and accurately take and deliver messages.
• Greet visitors and guests, validate parking, and issue loaner key cards.
• Maintain a professional, organized, and welcoming front office area.
• Schedule meetings and send Outlook calendar invitations.
• Manage office reservations for visiting attorneys.
• Maintain and update the master conference room calendar.

Facilities & Hospitality:

• Prepare conference rooms for meetings and depositions and clean and restock them as needed.
• Order and arrange food and beverages for meetings, including weekly breakfasts and lunches.
• Clean and restock the kitchen area at the end of each day.
• Stock printers and copiers with paper daily.
• Report office and equipment maintenance issues to the Office Manager.
• Submit building work orders for facility concerns, including temperature and cleanliness issues.
• Maintain and update inventory of office and kitchen supplies, including snacks and beverages.

Mail & Supply Management:

• Retrieve, open, scan, and distribute incoming mail to the appropriate staff.
• Drop off outgoing mail and overnight packages at the end of each day.
• Monitor and maintain office supply inventory and order materials as needed.
• Organize and maintain supply rooms and file rooms.
• Coordinate with the Records Manager on large-scale records management projects.

Safety & Additional Support:

• Understand and implement employee safety protocols.
• Assist with special projects and perform additional duties as assigned.
• Support the overall smooth and efficient operation of the office.

QUALIFICATIONS:

• Minimum of one year of experience with scheduling, hospitality, and office logistics.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Excellent organizational and time-management skills.
• Professional demeanor and dependable work ethic.
• Strong attention to detail and documentation skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

WORK ENVIRONMENT:

• Fully in-office position requiring regular on-site attendance in Irvine, CA.
• Fast-paced legal environment involving interaction with attorneys, staff, visitors, vendors, and guests.
• Requires frequent walking, standing, kneeling, and bending, particularly when preparing meeting rooms or organizing supplies.
• Requires extended periods of seated desk work and computer-based tasks.
• Regular use of computers, including extended periods of typing, viewing monitors, and using a mouse.
• Requires operation of standard office equipment, including copiers, scanners, phones, and printers.
• Ability to remain focused and perform detailed work for extended periods.
• Ability to lift and carry up to 25 pounds, including packages, files, mail bins, and other materials.
• Availability to work more than 40 hours per week, including overtime when necessary.