RECEPTIONIST/INFORMATION & EVENTS ASSISTANT (Boston)
: Job Details :


RECEPTIONIST/INFORMATION & EVENTS ASSISTANT (Boston)

Barnes & Thornburg

Job Location : Boston,MA, USA

Posted on : 2025-08-09T05:52:29Z

Job Description :

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Summary The Receptionist / Information & Events Assistant (IEA) supports the Office Administrator in a wide range of administrative functions. This role combines reception duties, event coordination, basic accounting, and general office support. The ideal candidate will have a positive, professional demeanor and exceptional customer service skills to ensure a seamless experience for visitors, callers, and firm personnel. Confidentiality of client and firm matters are essential.

  • Open and maintain the reception area daily, ensuring cleanliness and organization.
  • Provide exceptional customer service by greeting and announcing visitors, answering calls, and directing inquiries appropriately.
  • Operate a multi-line phone system and relay messages accurately via email or voicemail.
  • Reserve conference rooms and coordinate logistics including catering, beverages, AV needs, and visitor access.
  • Reserve visitor offices, manage building security procedures, issue guest ID badges, validate parking, and maintain visitor logs.
  • Maintain and update directories, lists, and the Reception Desk manual.
  • Coordinate daily conference room schedules and communicate visitor lists.
  • Handle daily deposits for Trust and Operating account receivables.
  • Process travel and expense reports, invoices, and reimbursements using Chrome River.
  • Perform confidential administrative tasks requiring discretion and independent judgment.
  • Report building maintenance issues (e.g., lighting, HVAC, restrooms).
  • Issue and track employee ID cards for security purposes, including requesting employee access cards, and enter into office security system, and removing departed employees from security system.
  • Assist with conference room setup/breakdown and order office/hospitality supplies.
  • Coordinate courier deliveries and other logistical needs.
  • Order meals for meetings and provide cost details and receipts to the Office Administrator.
  • Maintain and update the BTConnect office page with personnel and material changes.
  • Perform notarizations for clients and staff.
  • Serve as the primary point of contact for managing client records within the office, ensuring proper handling, organization, and confidentiality.
  • Support the Marketing Department with handouts, attendance tracking, and CLE reporting.
  • Collaborate with the Office Administrator and Marketing to plan office and client events.
  • Assist IT with laptop shipments and office technology needs.
  • Provide support for overflow tasks including typing, time entry, Chrome River, IP-related projects, records, and other assignments.
  • Partner with Office Administrator, Resource Center, Marketing, and IT to facilitate events.
  • Perform other duties as assigned.
Summary The Receptionist / Information & Events Assistant (IEA) supports the Office Administrator in a wide range of administrative functions. This role combines reception duties, event coordination, basic accounting, and general office support. The ideal candidate will have a positive, professional demeanor and exceptional customer service skills to ensure a seamless experience for visitors, callers, and firm personnel. Confidentiality of client and firm matters are essential. Essential Duties And Responsibilities
  • Open and maintain the reception area daily, ensuring cleanliness and organization.
  • Provide exceptional customer service by greeting and announcing visitors, answering calls, and directing inquiries appropriately.
  • Operate a multi-line phone system and relay messages accurately via email or voicemail.
  • Reserve conference rooms and coordinate logistics including catering, beverages, AV needs, and visitor access.
  • Reserve visitor offices, manage building security procedures, issue guest ID badges, validate parking, and maintain visitor logs.
  • Maintain and update directories, lists, and the Reception Desk manual.
  • Coordinate daily conference room schedules and communicate visitor lists.
  • Handle daily deposits for Trust and Operating account receivables.
  • Process travel and expense reports, invoices, and reimbursements using Chrome River.
  • Perform confidential administrative tasks requiring discretion and independent judgment.
  • Report building maintenance issues (e.g., lighting, HVAC, restrooms).
  • Issue and track employee ID cards for security purposes, including requesting employee access cards, and enter into office security system, and removing departed employees from security system.
  • Assist with conference room setup/breakdown and order office/hospitality supplies.
  • Coordinate courier deliveries and other logistical needs.
  • Order meals for meetings and provide cost details and receipts to the Office Administrator.
  • Maintain and update the BTConnect office page with personnel and material changes.
  • Perform notarizations for clients and staff.
  • Serve as the primary point of contact for managing client records within the office, ensuring proper handling, organization, and confidentiality.
  • Support the Marketing Department with handouts, attendance tracking, and CLE reporting.
  • Collaborate with the Office Administrator and Marketing to plan office and client events.
  • Assist IT with laptop shipments and office technology needs.
  • Provide support for overflow tasks including typing, time entry, Chrome River, IP-related projects, records, and other assignments.
  • Partner with Office Administrator, Resource Center, Marketing, and IT to facilitate events.
  • Perform other duties as assigned.
The employee must be able to perform all essential job duties and responsibilities of this position satisfactorily and as outlined, with or without reasonable accommodations. Reasonable accommodation requests may be accommodated, absent undue firm hardship. Knowledge, Skills And Abilities Required
  • Strong communication skills (verbal and written), professionalism, and customer service orientation.
  • Proficiency in Microsoft Office; basic accounting and typing skills.
  • High attention to detail, critical thinking, and ability to work independently.
  • Ability to follow detailed instructions and office procedures.
  • Minimum of two years experience in reception, event planning, or administrative support.
  • Strong organizational skills, both physical and digital.
  • Ability to manage multiple tasks and meet deadlines.
  • Positive attitude and interpersonal skills for effective communication.
  • Flexibility to work occasional extended hours for events or business continuity.
  • Ability to lift items up to 20 lbs.
This job description is intended to describe the general requirements of this position. As such, it is not designed to cover or contain a comprehensive listing of job duties or responsibilities required in this job. Subject to firm needs, duties and responsibilities of this position may change at any time, on a temporary or permanent basis, and with or without notice. Working Conditions
  • Professional law office environment with minimal exposure to noise, dust, or temperature fluctuations.
  • Duties may vary based on firm needs and may change with or without notice.
  • Employees must meet the firms standards for skill, experience, education, and safety.
The above is intended to describe the general content of and requirements for the performance of this job. It is not intended to be construed as an exhaustive statement of essential functions, responsibilities or requirements. Equal Employment Opportunity and Diversity Statement Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veterans status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws. Seniority level
  • Seniority level Entry level
Employment type
  • Employment type Full-time
Job function
  • Job function Administrative
  • Industries Law Practice

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