QUALIFICATIONS
- High school diploma or equivalent required; Associate or bachelor’s degree strongly preferred
- Minimum of 3 years* of relevant professional experience; previous Administrative and/or customer service experience preferred
- Proficiency in MS Office Suite and general computer use; efficient and accurate typing, min 50 WPM preferred
- Ability to work in-office during scheduled hours
PERFORMANCE EXPECTATIONS
- Embraces and upholds NSPJ’s Core Values
- Strong communication skills (written, verbal, interpersonal) with an emphasis on a customer-service oriented approach and relationship building with internal colleagues and external clients and vendors
- Applies high attention to detail and accuracy to all tasks
- Self-starter who can work independently, takes initiative, constructively takes direction from supervisor and colleagues, and has a solutions-based approach to problem-solving
- Exhibits flexibility and ability to switch tasks and reprioritize when real-time changes occur
- Able to work efficiently and meet deadlines
- Demonstrates high levels of integrity and discretion
- Accurate recording of all hours worked, entered on a daily basis with weekly submission
ESSENTIAL EMPLOYMENT RESPONSIBILITIES AND REQUIREMENTS
The Administrative Assistant I is the receptionist for the physical office of NSPJ and provides general, in‑office, interactive administrative support for colleagues. Receptionist and office support duties are in‑person and continuous during core business hours and essential to this role. Duties and priorities may evolve based on Firm needs. Primary responsibilities include, but are not limited to:
- Receptionist Duties: Welcome guests to the office and provide beverages; answer and direct incoming phone calls; coordinate conference room scheduling; receive and distribute office mail and deliveries; maintain office reception and common areas; light housekeeping tasks; order and restock office and kitchen supplies
- Office Support: Accurately and efficiently complete word processing (letters, proposals, etc.), data entry, filing, etc.; schedule and coordinate weekly Lunch & Learns; order Friday breakfast weekly and other meals/catering as needed and assist with set ups; support, plan, and/ or execute office social events both in office and off-site, as needed; provide additional office support during Holiday mailing and gifting season; etc.
Additional responsibilities include, but are not limited to:
- Daily attendance in-office per a designated schedule and accurate daily timesheet entry.
- With or without accommodation the employee must be able to:
- Communicate (verbal and written) effectively and constructively in English with NSPJ employees, consultants, and clients in order to convey and understand details
- Work cooperatively with co-workers and teams in an in-person office working environment
- Work efficiently and meet project deadlines
- Effectively use computers and computer programs associated with this position and within the firm daily
- Work at a desk in-office throughout the workday
- See, interpret, and analyze data, including color-based information where applicable, on computer screens and paper
- Perform effectively and present a consistent, professional demeanor in the office under conditions of occasional high stress and pressure
EQUIPMENT REQUIREMENTS
- Access to a smartphone or equivalent authentication method for required multi‑factor authentication
- Valid driver’s license and reliable source of transportation (to complete office errands as needed)
*Qualifying minimum years of professional experience is a guideline which is subject to comparison against job performance and is at NSPJ’s discretion. **The above lists are not necessarily exhaustive and may be supplemented or revised by NSPJ, at its sole discretion. Version 2026.april29