Administrative Support Clerk

True North Consultants, Inc.; Irvine (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Top Echelon LLC is seeking an organized Office Assistant to provide comprehensive administrative support in Irvine, CA. The role involves front-desk duties, calendar management, filing, and coordination with the legal staff on hearings and onboarding tasks.

The position is fully in-office, requiring on-site attendance, a friendly professional demeanor, and the ability to manage multiple priorities in a fast-paced legal environment.

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 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.
• 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

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.