Frontline Source Group – temporary staffing and direct hire firm – is looking for an Sr. Administrative Assistant for our Houston, TX client, located in the Heights area, for a contract to possible hire opportunity.
Our client, a small boutique law firm, is in need of an Sr. Administrative Assistant to support the owner. Although this is a law firm environment, it does not require previous experience working in the legal field. Key qualities are the ability to protect the time of the Managing Member, functioning as an assertive yet polite “active shield.” Candidates that are currently employed are encouraged to apply, and a Direct Hire opportunity can be considered in this situation.
Calendar/Scheduling for Managing Member
Constantly remain aware of Managing Member’s calendar and actively manage the calendar, scheduling both tentative and confirmed phone calls, meetings and other appointments regularly throughout the day.
Function as “active gate keeper” to the Managing Member to shield Managing Member’s time.
Communicate with individuals (employees, vendors, clients, etc.) wishing to schedule time with Managing Member and actively manage the calendar providing space between appointments to work, prepare for calls and meetings, drive to and from out-of-office meetings, rest, eat, etc.
Email Management of Managing Member
Monitor emails received to all email accounts of Managing Member. Where appropriate, respond to those seeking information, a conference call, a meeting, etc. Bring urgent emails to the attention of the Managing Member verbally.
Regularly file emails within their appropriate folder.
Regularly delete Deleted Items folders.
Manage Contacts of Managing Member
Regularly and promptly update contacts and automatically add new clients and contacts who are sending emails. Diligently review contacts for old contact information to be updated. Keep contacts organized, updated and clean. Liaise with IT services provider to trouble shoot IT issues as needed.
Filing/Recordkeeping (Client Files)
Maintain the Client electronic and paper files in an organized manner where all records are easily identified and retrieved when needed.
Ensure logical (alphabetical) maintenance of Client binders (Key Documents binders, Filings binder, Pleadings binders and reference binders) on bookshelves in Managing Member’s office and on other overflow bookshelves as needed.
Answer Office Phones and Direct Phone Line of Managing Member
Serve as primary person to answer incoming office calls and check messages left of main office line.
Ensure timely entry of Managing Member’s time in the Firm’s time tracking system and prepare draft descriptions throughout the day based on knowledge and awareness of Managing Member’s calendar, emails received and responded to (Sent Items), and phone calls received and responded to.
Constantly remind and assist Managing Member with keeping up with time entry by asking for information to “fill in the blanks” of time entries.
Previous experience as an Administrative Assistant supporting a mid-level manager with a large company (preferably a Fortune 100 company) is REQUIRED.
Must have excellent communication skills
Proficiency in Excel, Word, Power Point, Outlook and QuickBooks.
4+ years of experience in an Administrative Assistant role
Bachelor’s degree preferred
Professional correspondence experience and strong proofreading skills
Advanced experience with calendar management
Must be very organized
Able to multitask
Must have experience working in a fast paced and deadline driven environment
Great communication skills
Must be able to self manage and have the initiative to get things done without a lot of direction due to the fact that the managing partner travels often
Please visit us on the web at http://www.frontlinesourcegroup.com
INTERESTED? CLICK HERE TO APPLY!
Equal Opportunity Employer, M/F/V/D. Candidates must have authorization to work in the U.S. Clients will not sponsor visas.
Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas (Arlington, Austin, Dallas, Fort Worth, Plano, Houston Galleria, Lewisville, West Houston, San Antonio, Sugar Land, and The Woodlands), Tennessee (Nashville and Brentwood), and Arizona (Phoenix and Scottsdale).
Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements. We work with clients and candidates in all areas of the United States.