Entry-level Administrative Assistant

Position Summary

Beacon Hill is seeking an Entry‑Level Administrative Assistant to support front‑office operations in a Law Firm with a strong emphasis on facilities coordination, hospitality, and reception support. This role is critical to maintaining a professional, welcoming, and well‑organized office environment and requires consistent ownership of daily administrative and operational tasks.

The ideal candidate enjoys administrative work, takes pride in maintaining an orderly workspace, and is looking for a stable, long‑term receptionist/administrative role, rather than a short‑term stepping‑stone position.

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Position Details

Job Type: Full-time, Contract‑to‑Perm
Pay Rate: $20-$23 per hour
Schedule: 35-hour work week | Monday-Friday (9:00 AM-5:00 PM or 8:30 AM-4:30 PM with one-hour unpaid lunch)
Work Arrangement: Onsite
Start Date: After interview

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Key Responsibilities

Reception & Front Office Support

• Serve as the primary front‑desk contact, answering phones and greeting visitors
• Manage general office inquiries and visitor access
• Handle incoming mail, packages, faxes, and courier coordination
• Assist with copying, printing, binding, labeling, and mailing tasks

Facilities & Office Operations

• Oversee day‑to‑day facility operations and office upkeep
• Ensure lobby, reception areas, conference rooms, kitchen, and common areas remain clean, organized, and stocked
• Maintain copiers and printers, including paper refills, toner orders, and service calls
• Coordinate office cleaning, maintenance, and vendor services
• Monitor HVAC, plumbing, and electrical issues and report concerns as needed
• Support emergency preparedness, safety procedures, and office compliance efforts

Administrative & Operational Support

• Assist with new hire onboarding and office access setup
• Review and process operational invoices and expense documentation
• Support monthly reconciliations of office credit cards and prepaid accounts
• Manage parking requests, validations, and related invoices
• Order business cards, access badges, and office credentials for new hires
• Provide backup support for records and document management

Conference Services & Hospitality

• Coordinate conference room setup for meetings and special events
• Ensure conference rooms are properly arranged and supplied
• Manage hospitality arrangements for visiting employees and guests
• Coordinate catering, refreshments, and VIP reception events
• Assist with audio/visual setup for meetings and conference calls

Additional Support

• Provide overflow administrative support as part of a shared administrative resource team
• Assist with ad hoc administrative, operational, and facilities projects as needed

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Systems & Tools

• Microsoft Office / Microsoft 365 (Outlook, Word, Excel, PowerPoint)
• Document and records management systems
• Office equipment and conference room technology

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Qualifications

• College degree preferred
• Entry‑level administrative or receptionist experience preferred
• Strong organizational skills and attention to detail
• Ability to manage multiple priorities and shift focus as needed
• Professional verbal and written communication skills
• Reliable, proactive, and service‑oriented mindset
• Comfortable owning recurring tasks and daily responsibilities
• Proficiency with Microsoft Office applications
• Accurate typing and strong grammar skills

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What This Role Offers

• Stable contract‑to‑perm opportunity
• Predictable 35‑hour work week
• High‑visibility front‑office role
• Strong focus on facilities, hospitality, and office operations
• Collaborative, professional onsite environment

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