Administrative Assistant
Clyde and Co LLP, Atlanta, GA, United States
Administrative Assistant
Atlanta
Clyde & Co seeks a proactive and detail-oriented Administrative Assistant to join our Atlanta office. As a part of our North America Administrative Assistant pool, you will collaborate with other Administrative Assistants across the region to provide seamless support to our fee earners and staff. The ideal candidate will have a service-oriented mindset and be accustomed to working in a fast-paced environment.
Key Responsibilities
Operations
Oversee day-to-day facility operations and serve as point of contact for general office inquiries
Oversee Reception desk including answering phone and greeting visitors, coordinating timing of deliveries and vendor visits for when AA will be at the desk
Handle daily unloading / loading and running of dishwasher in main Kitchen (including changing dirty/clean magnet appropriately) and stocking of kitchen related items
Check mail daily, log mail (and circulate mail log to supervisor), deliver mail to recipients, scan and profile all incoming mail into firm document management system, along with any faxes and overnight deliveries, and forward to appropriate teams for further handling
File emails and documents in appropriate iManage folders/subfolders
Review and process operation invoices as needed
Review and process all incoming checks and route them appropriately
Check for incoming faxes and forward them to recipients; handle outgoing faxes
Handle all outgoing mail for the Atlanta Office
Occasional courier runs (as requested or as need arises)
Copier and printer maintenance: daily check of and fill all machines with paper, change toner - when necessary (and inventory toner), and call for service as needed (keeping the Atlanta office updated as to status of any repairs)
Assist with copy and print jobs
Assist with creation of files, binders, and labels
Maintain organization of index tab file cabinets (and any overflow boxes)
Monthly reconciliations of office credit cards and court docket prepaid accounts
Handle new parking requests, validations and monthly invoices
Assist with new hire onboarding, including office set up, ordering business cards, scheduling headshots, testing equipment, office tour for new hire, plan welcome gathering with input from managing partner
Order new joiner office access cards and any guest office access cards and assign property access via Brivo
Order new business cards following attorney promotions
Checking to make sure paper shred bins levels are not overflowing and coordination with Iron Mountain if additional pick-up is needed outside of the normal schedule
Taking inventory of all office supplies on an established and regular basis and placing an order when items are needed (with weekly priority Paper and Toner)
Taking inventory of all snacks and drinks (coffee, tea, creamer, sugar/sweeteners, soft drinks, and bottled water) on an established and regular basis and placing order when items are needed
Send weekly reminders of all out of office calendar entries for those in the ATL office.
If requested by Accounts Payable or Atlanta partner, print check in Atlanta office and have check signed locally by either Taylor Davis or Scott Bertschi. Follow any other firm procedures in connection with this process.
Complete daily, weekly, monthly, biannual, and annual task checklists, and send to supervisor
Legal Administrative Support
Provide overflow administrative support to region as a member of the Administrative Assistant Resource Team (AART)
Assist with downloading and saving electronic records
Assist with downloading electronic court filings, saving into document management system and routing to appropriate team
Assist with matter closing memos
Assist with preparation of expense reports and tracking payment of same
Assist with Intapp Open (matter changes)
Assist with Intapp Time
Assist with processing invoices via Chrome River
Assist with Travel Arrangements
Assist with additional administrative or legal support ad hoc projects, as needed
Maintain notary public license, notarize documents as needed
Handle records management by coordinating with Atlanta Legal Assistants as to physical files (filing any original hard copies received in appropriate matter file), preparing any boxes to go offsite to Iron Mountain, appropriately logging all boxes, and arranging Iron Mountain pick-up. Keep inventory of and facilitate the ordering of any Iron Mountain specific supplies required for records management.
Facilities
Ensure cleanliness and tidiness of lobby, reception areas, conference rooms, visitor offices, kitchen, coffee station, and all other common areas and ensure stocked with supplies
Computer set-ups and troubleshooting IT issues
Serve as a secondary contact for facilities services in coordinating facilities improvement project
Coordinate office cleaning with building management and office service team
Ensure all plumbing, electrical and HVAC systems are working properly and report all issues (including hot/cold complaints) to building management
Ensure the office has enough emergency supplies and emergency preparedness plans are in place
Evaluate life & safety procedures and work with management to develop a safe workplace
Coordinate bi-annual carpet cleaning schedule
Notify specific vendors of any problems with office machines and follow through to see all repairs are completed (keeping office abreast of status especially on equipment that impacts workflow)
Conference Services & Hospitality
Coordinate guest offices and hospitality arrangements for visiting employees and clients
Ensure conference rooms are neat, and supplies are maintained at established levels
Perform quality of service checks on local conference room meetings
Set up conference rooms for meetings and special events
Make hotel and car reservations for expected visitors
Coordinate and assist with VIP reception events, restaurant reservations for clients and employees of the firm
Work closely with catering company for all office reception/events and catering needs
Provide support in audio visual set-ups for meetings and conference calls
Candidate Specification:
Excellent organizational skills
Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
Excellent communication skills
Self-motivated, pro-active and able to use own initiative
Good attention to detail
Flexible approach with willingness to accept a range of varying responsibilities
Positive attitude
Team player
Takes ownership and initiative
Experience and Knowledge:
MS Office skills (Outlook, Word, Excel and PowerPoint)
Good verbal and written communication skills
Accurate typing (minimum speed 50 wpm)
Excellent spelling and grammar
Notary public license or willingness to obtain
Skills Nice to Have
A plus to have familiarity with Stamps.com, iManage (document management), Chrome River, Intapp Open, and Intapp Time
The salary range for this position is $50,000 - $60,000 for the Atlanta location. The range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.
Why Join Us?
At Clyde & Co, we believe in supporting your professional growth while ensuring you have the flexibility and benefits you need to thrive. Here's what you can look forward to:
Paid Time Off
Referral Rewards
Earn generous bonuses for introducing talented colleagues to our team.
Mentorship & Career Growth
Access strong mentorship, global training programs, and career development support.
Atlanta
Clyde & Co seeks a proactive and detail-oriented Administrative Assistant to join our Atlanta office. As a part of our North America Administrative Assistant pool, you will collaborate with other Administrative Assistants across the region to provide seamless support to our fee earners and staff. The ideal candidate will have a service-oriented mindset and be accustomed to working in a fast-paced environment.
Key Responsibilities
Operations
Oversee day-to-day facility operations and serve as point of contact for general office inquiries
Oversee Reception desk including answering phone and greeting visitors, coordinating timing of deliveries and vendor visits for when AA will be at the desk
Handle daily unloading / loading and running of dishwasher in main Kitchen (including changing dirty/clean magnet appropriately) and stocking of kitchen related items
Check mail daily, log mail (and circulate mail log to supervisor), deliver mail to recipients, scan and profile all incoming mail into firm document management system, along with any faxes and overnight deliveries, and forward to appropriate teams for further handling
File emails and documents in appropriate iManage folders/subfolders
Review and process operation invoices as needed
Review and process all incoming checks and route them appropriately
Check for incoming faxes and forward them to recipients; handle outgoing faxes
Handle all outgoing mail for the Atlanta Office
Occasional courier runs (as requested or as need arises)
Copier and printer maintenance: daily check of and fill all machines with paper, change toner - when necessary (and inventory toner), and call for service as needed (keeping the Atlanta office updated as to status of any repairs)
Assist with copy and print jobs
Assist with creation of files, binders, and labels
Maintain organization of index tab file cabinets (and any overflow boxes)
Monthly reconciliations of office credit cards and court docket prepaid accounts
Handle new parking requests, validations and monthly invoices
Assist with new hire onboarding, including office set up, ordering business cards, scheduling headshots, testing equipment, office tour for new hire, plan welcome gathering with input from managing partner
Order new joiner office access cards and any guest office access cards and assign property access via Brivo
Order new business cards following attorney promotions
Checking to make sure paper shred bins levels are not overflowing and coordination with Iron Mountain if additional pick-up is needed outside of the normal schedule
Taking inventory of all office supplies on an established and regular basis and placing an order when items are needed (with weekly priority Paper and Toner)
Taking inventory of all snacks and drinks (coffee, tea, creamer, sugar/sweeteners, soft drinks, and bottled water) on an established and regular basis and placing order when items are needed
Send weekly reminders of all out of office calendar entries for those in the ATL office.
If requested by Accounts Payable or Atlanta partner, print check in Atlanta office and have check signed locally by either Taylor Davis or Scott Bertschi. Follow any other firm procedures in connection with this process.
Complete daily, weekly, monthly, biannual, and annual task checklists, and send to supervisor
Legal Administrative Support
Provide overflow administrative support to region as a member of the Administrative Assistant Resource Team (AART)
Assist with downloading and saving electronic records
Assist with downloading electronic court filings, saving into document management system and routing to appropriate team
Assist with matter closing memos
Assist with preparation of expense reports and tracking payment of same
Assist with Intapp Open (matter changes)
Assist with Intapp Time
Assist with processing invoices via Chrome River
Assist with Travel Arrangements
Assist with additional administrative or legal support ad hoc projects, as needed
Maintain notary public license, notarize documents as needed
Handle records management by coordinating with Atlanta Legal Assistants as to physical files (filing any original hard copies received in appropriate matter file), preparing any boxes to go offsite to Iron Mountain, appropriately logging all boxes, and arranging Iron Mountain pick-up. Keep inventory of and facilitate the ordering of any Iron Mountain specific supplies required for records management.
Facilities
Ensure cleanliness and tidiness of lobby, reception areas, conference rooms, visitor offices, kitchen, coffee station, and all other common areas and ensure stocked with supplies
Computer set-ups and troubleshooting IT issues
Serve as a secondary contact for facilities services in coordinating facilities improvement project
Coordinate office cleaning with building management and office service team
Ensure all plumbing, electrical and HVAC systems are working properly and report all issues (including hot/cold complaints) to building management
Ensure the office has enough emergency supplies and emergency preparedness plans are in place
Evaluate life & safety procedures and work with management to develop a safe workplace
Coordinate bi-annual carpet cleaning schedule
Notify specific vendors of any problems with office machines and follow through to see all repairs are completed (keeping office abreast of status especially on equipment that impacts workflow)
Conference Services & Hospitality
Coordinate guest offices and hospitality arrangements for visiting employees and clients
Ensure conference rooms are neat, and supplies are maintained at established levels
Perform quality of service checks on local conference room meetings
Set up conference rooms for meetings and special events
Make hotel and car reservations for expected visitors
Coordinate and assist with VIP reception events, restaurant reservations for clients and employees of the firm
Work closely with catering company for all office reception/events and catering needs
Provide support in audio visual set-ups for meetings and conference calls
Candidate Specification:
Excellent organizational skills
Ability to organize a varied workload and prioritize tasks to meet agreed deadlines
Excellent communication skills
Self-motivated, pro-active and able to use own initiative
Good attention to detail
Flexible approach with willingness to accept a range of varying responsibilities
Positive attitude
Team player
Takes ownership and initiative
Experience and Knowledge:
MS Office skills (Outlook, Word, Excel and PowerPoint)
Good verbal and written communication skills
Accurate typing (minimum speed 50 wpm)
Excellent spelling and grammar
Notary public license or willingness to obtain
Skills Nice to Have
A plus to have familiarity with Stamps.com, iManage (document management), Chrome River, Intapp Open, and Intapp Time
The salary range for this position is $50,000 - $60,000 for the Atlanta location. The range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled. It is not typical for an individual to be hired near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.
Why Join Us?
At Clyde & Co, we believe in supporting your professional growth while ensuring you have the flexibility and benefits you need to thrive. Here's what you can look forward to:
Paid Time Off
Referral Rewards
Earn generous bonuses for introducing talented colleagues to our team.
Mentorship & Career Growth
Access strong mentorship, global training programs, and career development support.