Concierge Receptionist/Legal Assistant

Description

Join one of the most innovative, forward-thinking law firms in the country. As a Concierge and Client Services Specialist/Legal Assistant on the Saxton & Stump team, you’ll be joining a culture of excellence and teamwork, mixed with a strong focus on investing in our team and the community. We understand that the new legal environment requires a different type of approach to all aspects of the business, and we’ve built that into the way we recruit, the way we structure our team, and the way we value customer service.

This individual will ensure that clients have an exceptionally positive experience when working with our organization. This role is highly visible, often serving as the first point of contact between Saxton & Stump and clients visiting or calling our offices. The selected candidate will have a significant impact on the overall client experience and the perception of our brand. A portion of time will be dedicated to administrative support for the firm’s attorneys.

Responsibilities

Concierge Duties

• Serve as the first point of contact for clients, guests, and vendors, providing a warm, welcoming, and professional experience. 
• Deliver a five-star hospitality experience by greeting visitors, offering refreshments, and ensuring clients feel comfortable throughout their visit. 
• Answer and direct incoming calls using a multi-line phone system while providing exceptional customer service. 
• Coordinate conference room scheduling and communicate effectively with attorneys and staff to ensure seamless meeting logistics.      
• Prepare meeting rooms with appropriate technology, presentation materials, refreshments, and other necessary amenities. 
• Order catering and coordinate food, beverages, and meeting setup and cleanup. 
• Maintain the appearance and organization of the reception area, conference rooms, breakroom, and other shared spaces to ensure they remain client-ready at all times. 

Legal & Administrative Support

• Provide administrative support to attorneys and legal professionals, including document preparation, correspondence, expense reports, scheduling, trial preparation support, and workbook assembly. 
• Upload, organize, and maintain legal documents within iManage and other firm systems. 
• Assist with electronic and physical file management, including file organization, closing, thinning, and coordinating off-site storage through Iron Mountain. 
• Order and maintain office supplies and assist with general office operations. 
• Provide support for firm events, meetings, and special projects as needed. 
• Perform additional administrative and operational duties as assigned.

Skills/Experience

• High energy and genuine enthusiasm for achieving five-star internal and external client service, with a spirit to serve.
• Demonstrate the ability to think strategically, anticipate work needs and find solutions to overcome obstacles independently.
• Tech-savvy with the ability to learn new systems and processes quickly.
• Demonstrated ability to communicate confidently and collaborate with individuals at all levels of the organization.
• Must be well-organized and detail-oriented with excellent written and verbal communication skills and maintain a positive attitude.
• Must have excellent time management skills.
• Must have strong attention to detail. 
• Ability to work independently and in a team setting.
• Friendly and welcoming attitude.
• Ability to troubleshoot and proactively find solutions to overcome obstacles.
• Ability to multi-task and work within deadlines.
• Successfully navigate a fast-paced professional services environment and prioritize and adapt to changing workload demands.
• Self-motivated and proactive, recognizing tasks that need to be completed and willing to complete them with a positive attitude.

Requirements

Qualifications/Requirements

· 1–3 years of experience in a receptionist, legal assistant, administrative assistant, or professional office environment preferred; entry-level candidates with exceptional customer service experience are encouraged to apply. 

· Experience in a law firm or other professional services environment is preferred. 

· Associate degree or coursework in Legal Studies, Business Administration, or a related field is a plus, but not required. 

· Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams). 

· Comfortable using document management systems and video conferencing platforms such as Microsoft Teams and Zoom. 

· Ability to work occasional evenings or weekends in support of firm events or business needs.

Physical Requirements

Concierge Receptionist/Legal Assistant must be able to perform the essential functions of the position, with or without reasonable accommodation, in a professional office setting. These requirements include:

• Prolonged periods of sitting at a desk and working on a computer, including drafting documents, managing case files, and conducting legal research. 
• Frequent use of hands and fingers for typing, data entry, and handling physical and electronic documents. 
• Ability to read, review, and organize large volumes of written material in both paper and digital formats. 
• Effective verbal and written communication skills for interaction with attorneys, clients, courts, and third parties, including the ability to speak clearly and hear adequately in person and via phone/video. 
• Occasional standing, walking, bending, kneeling, or reaching to retrieve or file documents. 
• Ability to lift and carry files, boxes, or office materials up to approximately 15-20 pounds on an occasional basis. 
• Ability to manage multiple tasks and maintain attention to detail for extended periods, particularly when reviewing legal documents and deadlines. 
• Ability to travel locally, if required, for court filings, record retrieval, or client-related tasks.

Saxton & Stump offers a competitive salary, as well as a comprehensive benefits package, including medical, dental, and vision insurance (which start day one of employment), a 401k plan, and the opportunity for professional growth.