Front Desk Administrative Assistant

Front Desk Administrative Assistant

Are you organized, dependable, and good at keeping people on track? We are looking for a full-time, in-office Front Desk Administrative Assistant to help keep our office organized, professional, and moving forward each day. This is an entry-level administrative role with growth potential. You do not need law firm experience to apply. The right person will be professional, punctual, comfortable with learning technology, able to follow systems, and willing to support attorneys and staff with important administrative work.

If you enjoy helping people, staying organized, learning new systems, and being part of a professional team, this may be a good opportunity for you.

The Front Desk Administrative Assistant helps make sure the office is open, organized, stocked, and professionally covered each business day. This person will sit at the front desk, help prepare the office for the day, greet clients and visitors, assist with administrative tasks, support attorneys and staff with reminders and follow-up, help with scanning and saving documents, and serve as a backup for phones when needed.

This role is not responsible for giving legal advice or handling substantive legal work. However, the person in this position will assist with legal administrative support and may grow into additional legal assistant responsibilities over time.

To apply, please submit your resume and complete all application questions. Qualified candidates may be asked to complete a written screening before a phone or Zoom interview. The written screening helps us evaluate communication, organization, judgment, follow-through, comfort with technology, and ability to follow instructions. We use a structured hiring process because we take hiring seriously and want to make sure the role is a strong fit for both the candidate and the firm.

This is a full-time, in-office position at our Orland Park office. Expected schedule:
Monday through Friday, 8:30 a.m. to 5:00 p.m. The employee must be in the office by 8:30 a.m. each workday because the role includes participating in the morning call and helping open and prepare the office before the front door opens to clients at 9:00 a.m. Reliable attendance and punctuality are essential for this position.

A successful person in this role will help create the following results:

• The office is open, organized, stocked, and ready each business day
• The front desk is covered professionally and consistently
• Clients, visitors, and vendors are greeted and routed appropriately
• Attorneys and staff receive reliable administrative support
• Documents are scanned, saved, tagged, and routed accurately
• Supplies and shared office areas are monitored and maintained
• Appointments, reminders, follow-ups, and assigned tasks do not fall through the cracks
• Attorneys receive helpful support with daily time-entry habits
• The employee uses systems, task lists, calendars, or reminders instead of relying on memory
• The employee learns new technology and procedures without fear or resistance

You may be a strong fit if you:

• Like being organized
• Are dependable and on time
• Enjoy helping professionals stay on track
• Are comfortable reminding people respectfully
• Can handle interruptions without becoming overwhelmed
• Use checklists, calendars, task lists, or other systems
• Learn technology quickly
• Take ownership of your work
• Communicate clearly and professionally
• Want to grow into more responsibility over time
• Understand that administrative support is important to the success of the whole team

This role is probably not a fit for someone who:

• Is frequently late or unreliable
• Relies only on memory to track tasks
• Gets overwhelmed by interruptions
• Is afraid of technology
• Avoids asking questions when unsure
• Is too passive to follow up or remind others
• Does not like front desk or administrative work
• Has poor attention to detail
• Is careless with confidential information
• Does not want to work full-time in the office
• Wants remote work
• Wants to perform legal work immediately without first mastering administrative responsibilities

Responsibilities include:

• Open and prepare the office each business day by arriving by 8:30 a.m., participating in the morning call, and helping ensure the front desk, lobby, conference rooms, and shared office areas are ready before clients arrive.
• Greet clients, visitors, vendors, and team members professionally and notify the appropriate person when appointments or visitors arrive.
• Serve as a backup for answering phones when the remote assistant is unavailable, including taking accurate messages and routing calls appropriately.
• Scan, save, tag, upload, and route documents according to firm procedures, including documents dropped off by clients.
• Assist attorneys, legal assistants, and staff with administrative follow-up, appointment reminders, document handling, and routine office support.
• Help…