The Receptionist/Administrative Assistant provides professional and comprehensive general administrative support for the Richmond office. This position is responsible for reception and hospitality services in coordination with other Troutman Pepper offices.

The Receptionist/Administrative Assistant will answer incoming calls, direct callers to appropriate personnel, greet visitors, and notify personnel of arrival of visitors. This role also supports conference services by managing conference room reservations, ordering catering and other services/amenities for meetings and events. The Receptionist/Administrative Assistant provides support for offices services and audio-visual teams to handle facilities and meeting logistics. The ideal candidate will be a self-starter and a quick learner with the ability to adapt and perform a variety of duties and tasks in a dynamic and fast changing work environment.

This position reports to the Conference Services Manager and provides general administrative assistance for the office and legal administrative support team to maintain an effective workflow within the office and with other departments across the firm.

Essential Duties and Responsibilities:

• First point of contact with the conference services and hospitality team for employees and all visitors. Register guests with building security and validate visitor parking.
• Welcome visitors in person or on the telephone and direct them appropriately. Notify firm personnel of arrival of visitors.
• Provide conference services support and cross train in all conference services areas, including meeting set up and coordination of services with AV and Facilities.
• Understand and follow established office and security procedures for receiving visitors, packages, and Service of Process documents.
• Regularly use computer software application programs to retrieve information, send and receive e-mails, reserve conference rooms, and communicate confirmations and cancelations in a timely manner.
• Handle meeting logistics to include recommending, ordering, and tracking catering orders for on-time delivery and bill to appropriate cost center.
• Perform routine administrative tasks including attorney time entry and travel arrangements, filing emails and documents, submitting expense reports, invoices and check requests while using specialized software programs such as Aderant, Chrome River, and iManage.
• Assist with coverage for Facilities/Office Services and other departments as needed.

Knowledge, Skills and Abilities:

• Strong customer service skills oriented with a sincere, helpful, caring and friendly personality.
• Excellent verbal communication skills and exceptional phone manner.
• Project enthusiasm, professionalism, and a positive attitude with precise attention to detail, organization, and cleanliness.
• Ability to adapt within a dynamic scheduling, fast paced, constantly changing and deadline driven environment.
• Demonstrate excellent interpersonal skills to effectively interact with all levels of firm personnel, outside clients and vendors.
• Ability to effectively communicate and present information as well as respond to questions from lawyers, staff, clients, and the general public.
• Ability to interpret a variety of instructions furnished in written or oral form.
• Demonstrate an intermediate level of competency in all Microsoft Office products and the ability to learn other software such as conference room booking software.
• Ability to foster an environment of superior customer service, collaboration, commitment, team spirit, pride, and trust.

Education and/or Experience:

• A Bachelor’s degree in Hospitality or Business Administration is preferred.
• At least three (3) years of experience in a professional setting.
• Previous experience in a hospitality and/or a services organization preferred.

Job Type: Full-time

Pay: From $45,000.00 per year

Schedule:

• 8 hour shift

Work Location: One location

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