Administrative Assistant/Receptionist

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Our client, a professional services firm located in Nashville, TN, is seeking a Receptionist / Administrative Assistant to support daily front-office operations and administrative functions within a fast-paced office environment. This role serves as the first point of contact for clients and visitors while also supporting attorneys and internal teams with conference center coordination, office logistics, and general administrative support. This position reports directly to the Nashville Managing Shareholder and Director of Administration.

Responsibilities Include:

• Assist attorneys and staff with booking conference room meetings and events

• Order catering for meetings as requested, maintaining a detailed log of receipts

• Set up and break down meetings and meals as needed

• Ensure conference rooms and break areas are clean, organized, and fully stocked with beverages and supplies

• Confirm video meetings and technical needs are properly set up; coordinate with IT remotely as needed

• Create WebEx meetings upon request and distribute meeting details to appropriate parties

• Coordinate and maintain the conference center calendar

• Perform reception duties, including answering phones and greeting clients and guests

• Receive and coordinate delivery of FedEx, UPS, and USPS items

• Order office, break room, and conference center supplies

• Assist with internal office meetings, holiday events, and office-wide functions

• Support large print jobs and light document processing

• Coordinate processing of administrative invoice payments

• Assist with new-hire onboarding and visiting attorney office set-ups

• Perform additional administrative duties as assigned

Qualifications:

• Minimum 1-2 years of catering, receptionist, or administrative experience; conference center or hospitality experience is a plus

• Strong interpersonal, teamwork, and customer service skills

• Excellent verbal and written communication abilities

• Exceptional organizational skills with the ability to manage multiple detail-oriented tasks simultaneously

• Ability to thrive in a fast-paced, professional environment

• High level of professionalism and discretion

• Proficiency in Microsoft Office

• Ability to lift up to 40 pounds and move/organize boxes and office supplies

• Flexibility in daily schedule to accommodate front desk coverage

• Willingness and ability to work overtime as business needs require

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