Administrative Support Specialist
Akin Gump Strauss Hauer & Feld LLP - Austin, TX

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                                                    Under the direct supervision of the Office Manager, and following prescribed department, office and firm procedures, the Administrative Support Specialist is responsible for handling the office reception area; answering internal and external switchboard calls; conference room, food service and catering related functions; legal secretarial back-up; support of attorney development programs and events, and providing assistance to Office Manager. The Administrative Support Specialist is expected to perform all responsibilities with a commitment to providing superior service to the firm’s attorneys, advisors and staff, and maintaining an atmosphere of teamwork and continuous improvement. Above all, the Administrative Support Specialist must fulfill the needs of the firm in a manner which is consistent with the Firm’s Core Values.

                                                    Essential Duties and Responsibilities (Duties are performed throughout every work day, as necessary):
                                                    • Schedule conference rooms and visiting attorney offices and consult with appropriate personnel to coordinate conference room functions
                                                    • Set up conference rooms before meetings, including serving food prepared by outside caterers and preparing beverage set-ups for functions; maintain appropriate beverage, food and supply levels throughout the function; remove dirty dishes and supplies after the function
                                                    • Ensure conference rooms are maintained in a neat, safe and orderly fashion
                                                    • Answer telephones (internal and external calls); take and transmit messages to office personnel, clients and visitors
                                                    • Ensure all departmental forms and logs are completed accurately and thoroughly
                                                    • Type and edit on the computer system legal and other documents (including correspondence, memoranda, bills, timesheets and project work) from transcription tapes, handwritten or typed materials
                                                    • Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work
                                                    • Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax
                                                    • Provide secretarial assistance to visitors, summer associates and attorneys whose secretaries are absent
                                                    • Perform clerical and administrative projects as assigned by supervisor
                                                    • Assist with attorney development programs and events
                                                    • Coordinate work as needed with office, firm and third-party service departments, including Word Processing, IT, Office Services, Accounting, and Attorney Recruiting and Development
                                                    Other Duties (Duties are performed periodically, as necessary):
                                                    • Serve as Receptionist for special office events (conferences, symposia, training programs), and direct outside visitors to their destinations
                                                    • Assist with inventories of conference services supplies and materials
                                                    • Place food orders
                                                    • Perform secretarial functions associated with firm administrative tasks, including processing new client/matter requests, client bills, time reports and expense reports
                                                    • Accept overflow work from Office Manager and other secretaries as needed
                                                    Essential Knowledge, Skills and Competencies:
                                                    • Ability to read, comprehend and follow instructions
                                                    • Excellent telephone manners
                                                    • Thorough knowledge of office procedures for conference room and food service scheduling
                                                    • Ability to handle difficult situations with discretion, tact and diplomacy
                                                    • Ability to perform clerical tasks with a high degree of accuracy
                                                    • Strong service orientation
                                                    • Legible handwriting
                                                    • Excellent written and oral communication skills, including grammar, spelling and punctuation
                                                    • Thorough familiarity with legal terminology pertinent to general legal concepts and specific area(s) of assignment
                                                    • Familiarity with legal filing and record-keeping practices
                                                    • Strong organizational skills
                                                    • Strong attention to detail
                                                    • Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, telephones and transcription machines
                                                    • Strong proficiency in Microsoft Office applications, including Word, Excel, Outlook and PowerPoint
                                                    • Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion
                                                    • Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities
                                                    • Ability to establish effective working relationships within the office and firm, and with clients, vendors and others outside the firm
                                                    • Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc.
                                                    • Commitment to maintaining confidentiality of client and office information, and adhering to the Firm’s Core Values
                                                    • Commitment to professional growth and development
                                                    • Willingness and ability to assume new tasks and responsibilities
                                                    Physical Requirements:
                                                    • See, hear and speak
                                                    • Sit for extended periods
                                                    • Duties are performed using repetitive finger, hand and arm movements
                                                    • Duties require fine manipulation (typing)
                                                    • Duties require simple grasping (files, documents, telephone, writing instruments)
                                                    • Crouch
                                                    • Bend and twist at the waist
                                                    • Walk
                                                    • Ability to handle/lift/move items weighing approximately 1-35 pounds, often repeatedly
                                                    • Ability to reach overhead and/or out from the body
                                                    • Duties may require combinations of the above movements
                                                    Educational/Job Experience Requirements:
                                                    • High School Diploma or equivalent
                                                    • Minimum of 1 year law firm experience
                                                    • Legal secretarial experience preferred

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