Fluet is a diverse, midsize law firm (approximately 35 employees) in the D.C. metro area that provides robust legal services to the national security, aerospace, defense, and intelligence sectors. Fluet strives to build a positive and supportive work environment that provides all team members with the resources and atmosphere necessary to realize their growth potential. We are looking for a reliable, skilled, organized, and customer service-oriented individual to join our Administrative Team.
Fluet is seeking an experienced, technically proficient administrative assistant to join our team and undertake a variety of administrative and clerical tasks to maintain the efficiency of office procedures and provide excellent administrative support. This individual will have excellent written and oral communication skills, strong organization skills, and the ability to prioritize tasks and multitask effectively when necessary.
As a Legal Administrative Assistant/Receptionist, you will be the first point of contact for Fluet. The ideal candidate will be a self-motivated team player who provides quality administrative and clerical support to attorneys and paralegals, while maintaining strict confidentiality and integrity and demonstrating sound judgment and decision-making. Moreover, the ideal candidate will demonstrate and maintain a high level of attention to detail to guarantee the reliability and consistency of their work product and support.
Job Duties:
- Perform clerical and receptionist duties such as filing, photocopying, collating, faxing, etc.
- Manage a multi-line phone system
- Assist in managing front desk responsibilities and greeting visitors
- Ensure timely mail distribution
- Manage office supplies and replenishment orders
- Maintain multiple filing systems as assigned
- Maintain and manage record keeping of electronic and hard-copy documents
- Manage and update legal databases and tracking systems (e.g., NetDocuments)
- Manage service accounts with various vendors
- Coordinate conference room reservations
- Coordinate, schedule, and update meetings and appointments
- Retrieve information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed
- Create and organize information and generate reference tools for ease of use by other team members
- Accurately review voluminous legal documents and correspondence
- Perform special administrative projects as requested in a timely manner
- Maintain clean, tidy office spaces
- Perform other related duties as assigned
Required Skills/Abilities:
- Ability to exercise discretion and maintain confidentiality
- Excellent verbal and written communication skills
- Excellent interpersonal and customer service skills
- Strong understanding and experience as it relates to providing superior customer service
- High-level proficiency in Microsoft Office Suite (specifically Word and Excel) and Adobe Acrobat
- Excellent organizational skills and strong attention to detail
- Strong sense of punctuality and reliability
- Basic understanding of clerical procedures and systems, such as record-keeping and filing
- Ability to work independently and in a team environment
- Ability to exercise good judgment
Education and Experience:
- Associate’s Degree or equivalent
- At least two (2) years of relevant work experience
- Proficiency in scheduling, coordinating, and confirming court dates, appointments, and meetings
- Familiarity with general legal documents and terminology preferred
- Previous experience working in a law firm preferred
- Working knowledge of case management and timekeeping software preferred
- Familiarity with local, federal, and Virginia, Maryland, and/or D.C. state courts preferred
