Administrative Associate

SUMMARY Manatt’s Administrative Associate is responsible for performing a wide variety of general administrative support work and routine clerical duties in conformance with established procedures. Incumbents are expected to perform a wide variety of administrative and office support duties with minimal instruction or assistance. ESSENTIAL DUTIES AND RESPONSIBILITIES. The requirements listed below are representative of the knowledge, skill, and/or ability required. Additional or other duties may be assigned. Contributes to team effort by assisting the Assistant to the President and Marketing team with any needed projects and company event planning. Routine Tasks and Documentation: Perform a wide variety of general clerical duties, including filing, copying materials, assembling documents, handling phones, and ordering office supplies and materials. Code invoices and expense reports to appropriate accounts for payment. Create, edit, type, and/or proof a variety of documents including reports, memoranda, letters, meeting minutes, contracts, bids, work orders, requisitions, spreadsheets, and databases following standard format. Operate a variety of office machines including computer equipment, multi-line phone system, mobile phones, radios, postage meters, fax machines, and printer/photocopy machines. Receive, sort, and distribute incoming and outgoing correspondence and transport mail to Post Office when necessary. Attend meetings and take minutes in writing or by recording device; transcribe notes; prepare final copy in accurate and appropriate format. Call for service on all office machines and maintain service logs. Review service agreement invoices for accuracy and approve and code for payment. Maintains customer and leader confidence and protects operations by keeping information confidential. Communications and Reception: Perform receptionist duties; answer telephones and provide information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors or callers, handle their inquiries by determining service need and directing them to the appropriate persons to respond to their needs. Assist in scheduling, organizing and coordinating meetings, events, conferences and training, including order and pickup of refreshments and assembling meeting materials or travel documents. Other Duties as Assigned: Assumes responsibility for covering a part of the work assignments of co-workers during short absences as assigned. Participates in teams engaged with process and customer service improvements and cross-training, performs other work consistent with the responsibilities assigned to the classification and necessary to the effective operations of support services. Listens and coordinates with team members and available resources to ensure every team member can be their best self, analyzes and resolves work obstacles and assists in solving problems. Inspires and promotes personal development goals of all team members. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge, Skills and Ability Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) Capacity to get up-to-speed quickly. Adaptable and flexible. Excellent verbal communication skills; superior writing and report presentation skills; commendable listening skills. Exceptional organizational and efficient administrative skills. Employs a collaborative approach with a strong sense of teamwork. Able to handle highly sensitive and confidential materials. Strong ability to multi-task and work in a fast-paced environment. BENEFITS Health Insurance Dental Insurance Vision Insurance 401k Paid Time Off Paid Holidays FSA