Receptionist/Administrative Assistant

Position Summary

A well-established Baltimore law firm is seeking a professional, organized, and customer-service-oriented Receptionist / Administrative Assistant to serve as the first point of contact for clients, visitors, and callers. This position plays a critical role in creating a positive client experience while providing administrative support to attorneys and staff throughout the firm.

The ideal candidate is polished, dependable, detail-oriented, and capable of managing multiple priorities in a fast-paced professional environment.

Essential Responsibilities

Reception & Client Services

• Greet clients, visitors, and vendors in a professional and welcoming manner.
• Answer and direct incoming telephone calls using a multi-line phone system.
• Manage visitor sign-in procedures and conference room scheduling.
• Coordinate refreshments and meeting arrangements for clients and guests.
• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Maintain reception and common areas to ensure a professional appearance.

Administrative Support

• Provide administrative support to attorneys, paralegals, and firm management.
• Draft, edit, proofread, and format correspondence and other documents.
• Schedule meetings, appointments, and conference calls.
• Manage calendars and assist with coordinating attorney schedules.
• Assist with data entry, filing, scanning, and document management.
• Prepare outgoing mail, courier packages, and certified mailings.
• Order and maintain office and kitchen supplies.
• Assist with client intake and onboarding processes.
• Support special projects and firm-wide initiatives as assigned.

Records & Office Management

• Maintain physical and electronic filing systems.
• Assist with document organization and records management.
• Coordinate office equipment service requests and vendor communications.
• Ensure confidentiality of client and firm information at all times.

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• Minimum of 2 years of receptionist, administrative assistant, or office support experience.
• Prior law firm, professional services, or corporate office experience preferred.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks while maintaining professionalism and accuracy.
• Professional appearance and demeanor.

Preferred Qualifications

• Experience working in a law firm or legal environment.
• Familiarity with document management systems and legal terminology.
• Experience supporting multiple professionals in a fast-paced office setting.

Schedule

Monday – Friday
Full-Time | In-Office

The successful candidate will be a dependable team player who delivers exceptional client service, maintains a high level of professionalism, and contributes to the efficient operation of the firm.