Legal Administrative Assistant

Legal Receptionist

Irvine, CA(onsite)

Position Overview: We are seeking a dedicated and professional Legal Administrative Assistant to provide exceptional customer service and support within our legal environment. The ideal candidate will assist law partners, paralegals, and legal administrative staff by delivering value-added services, maintaining organization, and fostering a welcoming atmosphere for clients and visitors.

Key Responsibilities

• Provide exceptional customer service to all firm clients, including law partners, paralegals, and legal administrative assistants.
• Meet and greet all visitors and employees, offering a professional and welcoming experience.
• Serve as the firm concierge, assisting guests, clients, and staff with information about local amenities, restaurants, and services.
• Schedule and prepare meeting rooms, ensuring all necessary supplies, beverages, and video conferencing equipment are available prior to meetings.
• Maintain the cleanliness and organization of the firm lobby and workspaces.
• Order and organize office supplies, managing supply rooms and closets efficiently.
• Perform light housekeeping and hospitality duties, such as preparing coffee, water, and ordering food and drinks as needed.
• Handle incoming telephone calls following firm/Ricoh phone etiquette, ensuring professional communication.
• Perform a broad range of clerical duties, including preparing documents, maintaining files and calendars, scheduling appointments and meetings.
• Draft and prepare legal documents and correspondence from dictated or draft text.
• Manage attorney and staff calendars, assisting in meeting deadlines and coordinating schedules.
• Monitor the whereabouts of attorneys and staff to appropriately handle calls, visitors, and inquiries.
• Maintain proper visitor and guest security procedures as outlined by Ricoh and the firm.
• Support the Environmental organization by performing data confirmation and tracking between legacy systems and Maximo (if applicable).
• Participate in company and community service events, firm initiatives, and philanthropies.
• Build and maintain professional relationships with clients and employees within the firm.
• Educate yourself on the firms culture, key personnel, and roles to effectively assimilate into the team.
• Provide value-added services as approved by the Site Manager/Supervisor.
• Perform other duties as assigned to support the firms operations.
  
  

Qualifications

• High School Diploma required.
• Associate Degree or Bachelors Degree preferred.
  
  

Experience:

• Minimum of two years of related business experience, with a strong preference for administrative experience in a law firm or legal environment.
• Experience in handling multiple tasks simultaneously in a fast-paced setting.
  
  

Technical Skills:

• Proficient in MS Office Suite, specifically Word, Excel, and PowerPoint.
• Basic understanding of legal procedures and terminology.
  
  

Skills and Attributes:

• Customer Service
• Organizational Skills
• Communication:
• Technical Proficiency
  
  

Preferred Qualifications:

• Understanding of OSP poles, including differentiating between electric, cable TV, and telecom hardware.
• Familiarity with joint use contracts, joint ownership, licensee agreements, and contract structures.
• Experience with GIS tools like ArcGIS Pro for data review and manipulation.
  
  

Additional Skills:

• Experience with vendor management tools and digital analytics platforms.
• Knowledge of ArcGIS Pro or similar GIS tools for inventory data analysis
  
  

Metasys Technologies is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identify, national origin, veteran or disability status