Receptionist/Admin Assistant

Overview:
Gallivan White & Boyd is one of the leading law firms founded more than six decades ago in Greenville, South Carolina, is seeking a Receptionist / Admin Assistant in our Charlotte, North Carolina office. Serving all of the Carolinas, Gallivan White & Boyd handles complex businesses and commercial matters representing corporations, businesses, and individual clients in business disputes, arbitration, and defense litigation.

Structure: In accordance with established policies and procedures of the Firm, the Receptionist performs all functions related to receiving calls, clients, vendors and deliveries to the Firm and directs them to the appropriate individual(s). Maintains contact with attorneys, staff and clients and observes confidentiality of client and Firm matters. Performs additional Office Assistant functions as needed by the Firm.

Goals: The Receptionist / Office Assistant is responsible for assisting in moving the firm toward the following goals:
• Excellent Client Service
• Efficient Office Operations

Requirements:
• Excellent Oral Communication Skills
• Interpersonal Skills – ability to work with many different personalities
• Strong Computer Skills – experience with Microsoft Office (Word, Access and Outlook)
• Good Written Communication
• Ability to Multi-Task
• Detail Oriented

Responsibilities:
• Meet and greet clients and visitors to the Firm. Notify appropriate Firm parties of visitor arrival and directs visitors to correct location
• Receive and distribute messages via phone and in-person conversations. Promptly communicate information to attorneys and staff
• Operate multi-line telephone console relaying incoming, outgoing and intra-system calls. Directs phone calls to appropriate attorneys and staff
• Receive deliveries to the Firm and/or individuals in the Firm and route them accordingly to the proper recipient
• Coordinate pick-ups with various outsourcing Firms performing projects for the Firm
• Schedule and maintain system for conference room reservations. Ensure conference rooms are not double booked and pro-actively make appropriate changes as necessary; example, If a meeting runs over and the room is scheduled for another meeting at that time, the receptionist is to notify the appropriate parties and coordinate the change in location as needed
• Maintain neatness of lobby and reception area
• Distribute faxes electronically to correct recipient through E-mail
• Order lunches for functions in the Conference Center. Coordinate individual orders, delivery/pick-up, check request and room setup and clean up
• Coordinate monthly birthday celebrations (order desserts, request check, schedule pick-up and set-up, and notify Firm of celebration)
• Provide administrative/clerical support to attorneys/paralegals/secretaries for special projects as requested
• Employee must perform all duties with minimal supervision
• Clerical support as assigned by supervisor
• Additional duties as assigned by supervisor

Miscellaneous admin team support:
• Keep track of postage, courier expenses, and petty cash for accounts payable
• Assist with projects as requested by HR
• Filing – as needed
• Create physical files and labels for new files, as requested
• Assist with Firm Community Activities

Office assistant duties:
• Opening and Closing duties
• Conference Center upkeep and meeting set-ups
• Breakroom and Supply Room upkeep/stocking duties
• Mailroom operations
• Interaction with and customer service to all employees
• Reception Desk duties, as needed
• External errands

Qualifications:
• High School diploma
• Ability to interact well with multiple levels of business professionals/employees
• Energetic, positive personality
• Active Driver’s License with no major infractions on driving record
• Dependable transportation, with insurance
• Ability to lift 15-20 pounds on a routine basis, and up to 50-60 pounds occasionally
• Ability to push/pull carts and equipment as necessary
• Attention to detail
• Dependable
• Excellent work ethic

Benefits:
Gallivan White & Boyd offers a robust benefits package including: 401(k) plan, affordable health, dental and vision coverage, life insurance, critical illness, health savings account (HSA), flexible spending accounts to help offset the cost of dependent care and/or health care expenses (FSA), short term disability, long tern disability, Teledoc to provide 24/7 access to a doctor by phone or online video, and an employee assistant program (EAP).

We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm.

Equal Opportunity Employer