Administrative Assistant

Overview

Administrative Assistant Jobs in Atlanta Metropolitan Area at Clyde & Co

Title: Administrative Assistant

Company: Clyde & Co

Location: Atlanta Metropolitan Area

Administrative Assistant – Atlanta

Overview

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 credits 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 (keep 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?

Benefits

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.
• Engaging Culture – Participate in exciting social events, volunteer and community service initiatives, and professional development opportunities.
• Inclusive Parental Leave – Six months fully paid, for all parents regardless of gender or path to parenthood.
• Global Mobility Program – Participate in client-facing events across North America and explore our international offices.
• Career Development: Access regional and global associate training and career development programs.
• Comprehensive Health Benefits – Medical, dental, and vision coverage for you and your family.
• Robust Disability Coverage – Comprehensive short-term and enhanced long-term disability plans.

The Firm

When you work at Clyde & Co, you join a team of 500 partners, 2,400 lawyers, 3,200 legal professionals and 5,500 people in nearly 70 offices and associated offices worldwide. Our values are the principles that guide the decisions we make, unite us in our endeavours and strengthen our delivery, for both our clients and our firm. We work as one, excel with clients, celebrate difference and act boldly. We are committed to operating in a responsible way by progressing towards a diverse and inclusive workforce that reflects the communities and clients it serves. We are devoted to providing an environment in which everyone can realise their potential, using its legal and professional skills to support its communities. We do this through pro bono work, volunteering and charitable partnerships, and minimising the impact it has on the environment, including through our commitment to the SBTi Net-Zero standard and the setting of ambitious emissions reduction targets.

Our Commitment

Clyde & Co is proud to be an equal opportunities employer. Our values encourage us to support fairness, celebrate diversity and prohibit all forms of discrimination in the workplace to allow everyone to excel at work. Therefore, we welcome and encourage all applications from suitably qualified individuals, regardless of background or identity. Learn more about our interview process.

A Note on Privacy

Please take a moment to read our privacy notice.. This describes what personal information Clyde & Co (we) may hold about you, what it’s used for, how it’s obtained, your rights and how to contact us as a data subject.

If you are submitting a candidate as a Recruitment Agency Partner, it is an essential requirement and your responsibility to ensure that candidates applying to Clyde & Co are aware of this privacy notice.

This is the job description as constituted at present; however, Clyde & Co reserves the right to reasonably amend it in accordance with the changing needs of the business.