Job Title: Administrative Assistant

Location: Sausalito, CA 94965

Salary/Payrate: $41K-$49K + bonus and AWESOME benefits!!!

Work Environment: Onsite

Term: Permanent / Fulltime

Bachelor’s degree required: No

Referral Fee: AMS will pay $500 should the person you refer gets hired

JOB DESCRIPTION #LI-SD1

The Administrative Support Clerk is a key contributor to the smooth and efficient operation of the law firm. This multifaceted role encompasses a broad range of responsibilities, including providing high-level administrative support, overseeing front-office functions, coordinating hospitality and meeting logistics, and maintaining organized and well-stocked office and common areas. The ideal candidate demonstrates professionalism, strong organizational skills, attention to detail, and the ability to manage competing priorities in a dynamic, fast-paced legal environment.

Essential Duties and Responsibilities

Administrative Support

• Provide general administrative assistance to the Office Manager
• Maintain physical and electronic filing systems; organize files for new matters
• Input and save information to the firm’s file system
• Assist legal staff with large copy jobs and the preparation of binders for hearings
• Support the Finance team with printing and distributing work-in-progress (WIP) reports
• Assist with onboarding tasks for new employees 

Front Office Operations

• Answer and direct incoming phone calls; take and deliver messages
• Greet visitors and guests; validate parking, and issue loaner key cards
• Maintain a professional and organized front office area
• Schedule meetings and send Outlook calendar invitations
• Manage office reservations for visiting attorneys
• Maintain and update the master conference room calendar

Facilities and Hospitality

• Prepare conference rooms for meetings and depositions; clean and restock as needed
• Order and set up food and beverages for meetings, including weekly breakfasts and lunches
• Clean and restock the kitchen area at the end of each day
• Stock printers and copiers with paper daily
• Report on office or equipment maintenance issues to the Office Manager
• Submit building work orders for facility concerns (e.g., temperature, cleanliness)

Mail and Supply Management

• Retrieve, open, scan, and distribute incoming mail to appropriate staff
• Drop off outgoing mail and overnight packages at the end of the day
• Monitor and maintain office supply inventory; order materials as needed
• Organize and maintain supply rooms and file rooms
• Coordinate with the Records Manager on large-scale records management projects

Other Responsibilities

• Understand and implement employee safety protocols
• Perform additional duties and special projects as assigned

Qualifications and Requirements

• Minimum of one year’s experience with scheduling, hospitality, and office logistics
• Strong verbal and written communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, etc.)
• Excellent organizational and time-management abilities
• Professional demeanor and dependable work ethic
• Attention to detail and strong documentation skills
• Ability to manage multiple priorities and deadlines

Physical Requirements

• Clear verbal communication in both in-person and telephone interactions
• Ability to remain focused and perform detailed work for extended periods
• Requires frequent walking, standing, kneeling, and bending, especially when preparing meeting rooms or organizing supplies
• Work involves remaining seated at a desk for extended periods while performing clerical and computer-based tasks 
• Regular use of a computer, including extended periods of typing, viewing a monitor, and using a mouse
• Operate standard office equipment such as copiers, scanners, phones, and printers
• Availability to work more than 40 hours per week, including overtime when necessary
• Capable of lifting up to 25 pounds, including packages, files, mail bins, or materials
• Regular, on-site attendance is required; this is not a hybrid or remote role