Administrative Office Assistant/Department Assistant

Becker was honored by U.S. News & World Report as one of the best law firms to work for in both the 2024 and 2025 inaugural lists, reflecting our strong commitment to employee well-being, professional development, and a supportive workplace culture. Come be a part of our award-winning team! Becker is a diverse, multi-practice, commercial law firm with offices in Florida, New York, New Jersey, Washington, D.C., and international affiliates. Since 1973, we've built a culture that is collaborative, creative, and passionate about growth. Our client-focused approach is rooted in exceeding expectations and building lasting relationships. Why Join Becker? Career Growth & Development We are deeply committed to employee growth. We want every team member to thrive professionally and personally—and be part of Becker's future. All new employees receive individualized training tailored to their role and our industry-leading software systems. Comprehensive Benefits Package Medical, dental, and vision insurance Employer-paid benefits and mental health coverage Ancillary products including short-term disability and life insurance 401(k) with employer match Paid Time Off (PTO), paid holidays, and commuter benefits Access to internal wellness initiatives, including the Becker Mental Health and Wellness Committee

RESPONSIBILITIES / DUTIES

Client Services & Reception Answer and route incoming calls; provide coverage for reception as needed. Greet clients and visitors; notify staff of arrivals. Monitor attorney/staff attendance and availability. Maintain lobby appearance, including business card displays. Provide hospitality services (beverages, meeting setup, and cleanup). Coordinate conference room scheduling and readiness, including A/V setup. Administrative & Office Operations Open, scan, distribute, and deliver incoming mail, faxes, and packages. Handle outgoing mail, FedEx, and post office runs. Process daily bank deposits and log incoming checks; assist with trust checks. Assist with vendor invoices, check requests, petty cash, and expense reports. Maintain office supplies, kitchen inventory, and equipment functionality. Coordinate maintenance requests, vendor services, and facility needs. Prepare offices/workspaces for attorneys and visitors. Assist with large mailings, document preparation, and general clerical tasks. Support Office Manager with day-to-day operations and special projects. Cross-train and provide backup support for reception and office services. Legal & Administrative Support Assist attorneys and staff with document preparation, editing, and processing. Support e-filing, litigation document handling, and matter/file opening. Maintain calendars, schedule meetings, and coordinate travel arrangements. Prepare correspondence, reports, proposals, retainer agreements, and marketing materials. Track and follow up on documents requiring signatures (including DocuSign). Assist with time entry, billing processes, and conflict checks. Coordinate notarizations, filings, and registrar submissions as needed. File Management Create, organize, and maintain electronic and physical files. Scan, save, categorize, and index documents within document management systems. Maintain file accuracy in accordance with master indexes. Handle file opening, closing, archiving, retrieval, and storage requests. Reclassify and organize documents from legacy systems. Update and maintain file rooms and storage systems. Meetings, Events & Concierge Services Coordinate meeting logistics, including catering and materials. Assist with firm events, marketing initiatives, and trade shows. Prepare meeting packages and presentation materials. Support office events, staff functions, and client-related activities. Additional Duties Provide backup support for mail processing, deposits, and office service requests. Perform miscellaneous administrative and operational tasks as needed.

REQUIRED SKILLS / ABILITIES

Strong verbal and written communication skills. Excellent organizational, multitasking, and time management abilities. High attention to detail and ability to meet deadlines in a fast-paced environment. Strong interpersonal and customer service skills. Proficiency in Microsoft Office and general office technology. Familiarity with document management and legal software (e.g., iManage, FileSite, Aderant, Worldox, DocuSign, Zoom) preferred.

EDUCATION AND EXPERIENCE

High school diploma or equivalent required; additional administrative or technical training preferred.