Legal Administrative Assistant

The Administrative Assistant / Reception Services professional is the first point of contact for the firm and plays a key role in delivering an exceptional client and visitor experience. This position provides comprehensive support across reception, concierge, conference, and administrative functions in a fast-paced professional office environment. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining a polished and professional demeanor. Location: Onsite, 5 days per week in Livingston, NJ Schedule: MondayFriday, 8:00 a.m. 5:00 p.m. Key Responsibilities Reception Services Serve as the primary point of contact, creating a professional and welcoming experience for all guests Greet, register, and direct visitors to appropriate offices or meeting spaces Answer and route incoming calls via a multi-line phone system Issue temporary badges and vendor access passes Maintain and update visitor information in the management system Escalate medical emergencies and security concerns to appropriate personnel Coordinate parking validation and car service reservations Maintain office directories and phone lists Ensure reception areas and beverage stations are clean, organized, and fully stocked Perform data entry and general administrative support as needed Concierge & Administrative Support Provide day-to-day operational support to firm professionals, including: Preparing binders, transcripts, and presentation materials Managing print, scan, and copy production and distribution Handling fax communications Processing incoming USPS and accountable mail Coordinating outgoing mail and shipments Performing light document editing and formatting Ordering, stocking, and maintaining office supplies Monitoring and maintaining supply inventory levels (par levels) Supporting additional administrative tasks as assigned Conference & Office Services Set up and break down conference rooms based on daily schedules and requirements Ensure all conference room furniture, equipment, and fixtures are properly maintained and secured Participate in daily planning meetings to review event and room setup needs Arrange and remove equipment such as chairs, whiteboards, and easels Coordinate food and beverage delivery and setup for meetings Restock pantries, kitchens, and break areas Maintain cleanliness, organization, and readiness of conference rooms and shared spaces Required Skills & Qualifications Professional, client-focused demeanor with strong customer service skills Prior experience in a corporate or professional office environment preferred Proficiency with: Multi-line phone systems Microsoft Outlook (calendar management) Microsoft Excel Data entry and internet research Strong organizational and multitasking abilities Ability to lift and move up to 40 lbs., and transport items using a wheeled cart (up to 75 lbs.) Ability to stand, walk, bend, kneel, or sit for extended periods Compensation The compensation for this role is up to $30.00 per hour, with potential eligibility for an annual bonus. Final compensation will be based on location, experience, skills, and qualifications.