Overview
Administrative & Operations Support Specialist Jobs in Asheville, NC at McGuire Wood & Bissette Law Firm
Administrative & Operations Support Specialist
Full‑Time On‑Site Asheville, NC
Position Summary
The Administrative & Operations Support Specialist provides cross‑departmental support to the firm’s administrative, operational, and legal support functions. This role sits within the Admin Group and reports to the COO.
The ideal candidate is organized, proactive, and comfortable shifting between routine administrative tasks, operational needs, and coverage responsibilities as needed.
Key Responsibilities
Administrative & Front Office Support
- Serve as backup to the Receptionist, including phones, lobby management, greeting clients, and coordinating conference room schedules.
- Maintain reception, lobby, conference rooms, and coffee station to ensure they are clean, stocked, and presentable.
- Receive, log, and route deliveries to appropriate staff.
- Assist with internal administrative projects using basic clerical skills (copying, scanning, filing, data entry).
Courier & Office Logistics
- Retrieve and sort firm mail daily; distribute mail and interoffice materials.
- File or record documents at Buncombe County and other counties as needed.
- Run errands for attorneys and staff, including bank deposits and document deliveries.
- Transport files to/from offsite storage.
- Replenish printing stations and assist with supply and pantry orders.
- Support the Office Logistics Manager with inventory, vendor coordination, and facilities‑related tasks.
Legal Assistant Coverage
- Provide coverage for Legal Assistants during PTO, high‑volume periods, or unexpected absences.
- Assist with document formatting, proofreading, scanning, and electronic filing.
- Support attorneys with basic administrative tasks when their assigned LA is unavailable.
- Maintain confidentiality and follow firm procedures for client information and document handling.
Finance & Business Operations Support
- Assist with accounts payable, check writing, invoice processing, and expense tracking.
- Support billing cycles, month‑end tasks, and file closing procedures.
- Help maintain inventory, library resources, and administrative records.
Marketing & Communications Support
- Assist with marketing tasks such as updating contact lists, preparing event materials, and supporting firm events.
- Coordinate with Marketing on social media updates, website edits, and sponsorship activities as directed.
Qualifications
- 2+ years of administrative, office support, or legal support experience (law firm experience preferred).
- Proficiency with Microsoft Office (Outlook, Word, Excel).
- Strong verbal and written communication skills; excellent customer service mindset.
- Ability to multitask, prioritize, and work under pressure.
- Valid NC driver’s license with clean driving record; access to a personal vehicle.
Key Competencies
- Adaptability — comfortable shifting between departments and tasks.
- Professionalism — maintains a polished, courteous presence with clients and staff.
- Initiative — identifies needs and solves problems proactively.
- Attention to Detail — accurate, thorough, and reliable.
- Team Collaboration — works effectively with attorneys, admin staff, and leadership.
Work Environment
- Fast‑paced law firm environment with frequent interaction and interruptions.
- Heavy phone and client contact when covering Reception.
- Occasional overtime may be required.
- Must maintain strict confidentiality at all times.
Compensation & Benefits
- Hourly rate based on experience (typically $22-$24/hour).
- Benefits include health, dental, vision, life insurance, 401(k), paid time off, HSA options, and employee assistance program.
- Full‑time, Monday–Friday, on‑site in downtown Asheville.
Pay: $22.00 – $24.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
Title: Administrative & Operations Support Specialist
Company: McGuire Wood & Bissette Law Firm
Location: Asheville, NC
