Office Assistant/Receptionist

Frost Brown Todd; Naples (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

FBT Gibbons LLP in Naples, FL seeks an Office Assistant/Receptionist to serve as the friendly first point of contact for clients, visitors, and staff, while supporting daily administrative needs.

The ideal candidate is organized, professional, and motivated to learn in a fast-paced, team-oriented environment; responsibilities include managing calls, scheduling, meeting logistics, document support, and basic travel arrangements, with opportunities to grow within the firm.

Qualifications

• High school diploma or equivalent required; some college preferred.
• Minimum 1 year of office experience; law firm experience preferred.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to handle confidential information and multi-task in a fast-paced environment.

Responsibilities

• Answer phone calls and greet clients, vendors, and staff courteously.
• Coordinate conference rooms and visitor offices using scheduling software.
• Coordinate food orders and oversee payment/setup for meetings and events.
• Maintain cleanliness and organization of reception areas and kitchens.
• Provide backup support to attorneys with routine tasks and travel arrangements.
• Assist with special projects for Office Manager and attorneys as needed.
• Travel locally by car for firm business as required.

Skills

Interpersonal skills

Multi-tasking

Professional communication

Education

High school diploma or equivalent

Some college preferred

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking an Office Assistant/Receptionist to serve as a friendly and professional first point of contact for clients, visitors, and team members, while supporting the daily administrative needs of the office.

The ideal candidate is organized, professional, motivated to learn and grow, and enjoys working in a fast-paced, team-oriented environment.

Key Responsibilities:

• Answer phone calls and greet clients, vendors, and other personnel with courtesy and professionalism.
• Coordinate the use of conference rooms and visitor offices through scheduling software to ensure seamless meeting logistics.
• Coordinate food orders with hospitality staff and external vendors; oversee payment and set-up for meetings and events.
• Maintain the cleanliness and organization of conference rooms, reception desk, kitchen and surrounding areas to ensure a welcoming environment.
• Provide backup or overflow support to attorneys and business professionals, including routine correspondence, pleadings, exhibits, travel arrangements, expense reimbursements, and document support tasks.
• Support the CST initiative by accepting appropriate BigHand assignments and participating in training to expand skills.
• Drive locally for firm business, including trips to the post office and pickups of catering or documents.
• Assist Office Manager, attorneys and business professionals with special projects as needed.

Job Requirements:

• High school diploma or equivalent required; some college preferred.
• Minium of 1 year of experience working in an office setting required. Previous law firm experience preferred.
• Proficiency with Microsoft Office products such as Word, Excel, and Outlook.
• Ability to operate standard office equipment such as multi-functional devices, copiers, printers, and scanners.
• Ability to manage multiple tasks and shift priorities in a fast-paced environment.
• Ability to handle confidential information.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow instruction effectively from a diverse group of attorneys, managers, business professionals, and vendors to provide information with ordinary courtesy and tact.
• Ability to self-direct and proactively seek out work during slow periods.
• Ability to answer and transfer calls and greet clients in a courteous and professional manner.
• Ability to travel locally by car, as needed, for firm business.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.