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Are You Our Next Receptionist/Office Assistant?

If you are a detailed-driven, super friendly adult who enjoys working with people, take a closer look!  Our growing, sophisticated Middlesex County estate planning law firm (focusing on the needs of families with young children as well as empty nesters) is ready to hire a Receptionist/Office Assistant to work in our Acton, MA office.

Qualifications:

High School degree with 1 + years’ experience working in a professional office environment in reception or customer service position.

Experience communicating with people in a professional, yet warm and inviting – even loving tone – is key.

You are quick learning, positive, self-motivated, and don’t need a lot of hand-holding.  You are organized, and able to multi-task, proof your own work, think on your feet, and make smart decisions. You are willing to give us 100% while at work.

You are proficient in the use of Word, Excel and Outlook (at minimum), and comfortable with technology in general. We use several platforms, including Microsoft Office Professional, Dropbox, Visio, Adobe Acrobat, Infusionsoft, Clio and Lexicata.

** Exceptional candidates will have an impressive ability to establish connections with our clients (and potential clients), find out where they need support and let them know you are there for them, and do whatever it takes to provide the service they are requesting. **

Responsibilities:

Always Make all Prospects and Clients Feel Welcome!

This is #1 – we’ll provide you with the tools, training and team to support you, but we can’t train for this, so if you don’t have it, this is not a fit.

Handle Client Communications.

This could be as easy as setting up appointments or could involve answering questions.

This position includes connecting with clients, inputting their information into our database, following up with them by email and phone to share and collect documents and information, and schedule and confirm meetings.

Make sure clients feel important and loved.  Clients may feel anxiety and fear around working with a lawyer and the subject matter.

One of our guiding principles is to help them relax – if you can do this, you will be with us for a long time!

Nurture the Workflow.

Ensure attorneys are prepared for the week ahead, know who they are meeting with, and make sure they have everything they need.

Maintain office equipment and supplies.

Assist Client Service Director with various office function to ensure office is running smoothly.

Assist Legal Assistant/Funding Coordinator with mailings, copying, recording legacy interviews and creating funding toolkits.

Make calls to clients to be sure they are confirmed and have everything in that needs to be in the office prior to meeting – for initial meetings and signing meetings.

Maintain Database.

Adding, deleting, and updating client information.

Reports.

Creating and updating reports for weekly, monthly and quarterly staff meetings.

Non-Routine Requests.

Returning calls from unknown callers.

Working with other team members to complete projects that touch your role.

Maintain Documentation.

Update and create checklists for Standard Operating Procedures as your work evolves.

Attend regular individual development, departmental and other team meetings as requested.

Compensation:

This is a full time position working in our Acton, MA office. Compensation is commensurate with experience and potential contribution.

How to apply:

Please send an email with “[Insert Your Name] is Your Next Receptionist” in the subject line and attach the following documents in PDF format only to: jobs@parentsestateplanning.com

  1.   Cover letter containing the following:
  • What you think it takes to be a stellar receptionist/office assistant;
  • What you are looking for in a job;
  • What you bring to the table; and,
  • Salary requirements.
  1.   Resume.
  2.   References.

Applications that do not comply with the above requirement will not be considered.

Thank you for taking the time to read this ad. If you decide to apply, we look forward to meeting you. We are looking for someone immediately and will start scheduling interviews within the next week.