Administrative Assistant & Receptionist

Purpose: The administrative assistant & receptionist provides comprehensive support for multiple organizational functions and departments. It assists with the execution of meetings, documents and correspondence preparation, tracking of data, and other tasks as needed. It is responsible for ensuring the switchboard is open from 8:00 a.m. to 5:00 p.m. on workdays, answering and directing calls, greeting visitors, and receiving front desk deliveries.

General Qualifications: Must be experienced in handling a wide range of administrative support-related tasks including preparing correspondence, meeting agendas, meeting minutes, other meeting materials; screening calls; managing calendars; and making event and travel arrangements. Must be well-organized and able to manage multiple priorities and anticipate needs. Must have the ability to interact effectively with staff of all levels and with callers and visitors. Must be adaptable, resourceful, efficient with a strong attention to detail. A high level of professionalism and ability to provide superb customer service is essential.

Responsibilities:

Administrative Support

• Maintain electronic and paper filing systems for supported areas
• Maintain calendar and contact database for supported areas
• Manage and coordinate travel arrangements for the supported areas
• Monitor expenditures, process budget documents and purchase orders, and prepare expense reports and invoices for payment
• Assist with drafting and revision of documents and correspondence
• Order supplies and arrange catering
• Reserve and prepare facilities for meetings and events
• Organize and distribute agendas, surveys, event invitations, or other materials
• Serve as backup to other assistants
• Regularly assist in organizing and providing staff support for large meetings or conferences involving multiple departments or organizations outside The Missouri Bar
• Provide staff support and assistance to other departments for special projects, meetings, events, and conferences (Solo Small Firm Conference, Spring and Fall Committee Meetings, Annual Meeting, Spring and Fall Enrollment Ceremonies, etc.)

Receptionist

• Answer incoming calls and direct them appropriately
• Provide callers with general information such as address, directions, website information, etc.
• Greet visitors in a friendly, professional, and helpful manner
• Receive front-desk deliveries and alert intended recipients promptly
• Coordinate pickup of outgoing front desk packages
• Monitor the mobar email inbox and respond to or direct inquiries as appropriate
• Open and close the front desk and lobby area daily
• Perform other duties as assigned

Education and Experience: High school diploma or equivalent. Three years related experience or equivalent combination of education and experience.

Key Competencies:

• Strong organizational, planning, and time management skills, with the ability to multitask and prioritize effectively
• Proactive problem-solver with strong judgment and the ability to anticipate needs with minimal supervision
• Must use considerable judgment when performing and planning tasks and carrying out instructions
• Comfortable working independently while also contributing positively to a collaborative team environment
• Proven ability to manage multiple tasks accurately and efficiently in a deadline-driven environment
• High attention to detail and ability to perform administrative and executive support tasks with precision
• High level of professionalism, discretion, and customer service orientation, especially under pressure
• Excellent telephone etiquette
• Excellent communication skills, including written, verbal, nonverbal, visual, and interpersonal
• Punctual and dependable
• Proficiency with telephone systems, standard office equipment and Microsoft Office products
• Broad understanding of the services, products, programs, and initiatives of The Missouri Bar, as well as the Bar’s mission and purpose

FLSA Classification: Non-exempt
Reports to: Chief Operating Officer
Supervises: N/A

Physical Requirements:

• Occasionally lifts and moves equipment and materials weighing up to 30 pounds.
• Occasionally may require reaching, kneeling, bending and standing for short periods of time.

View all job openings at The Missouri Bar at MoBar.org/Working-at-the-bar.