Senior Office and Administrative Assistant

Position: A firm is seeking a highly organized, detail-oriented, and proactive senior office and administrative assistant to support a wide range of firm operations. This individual will play a key role in coordinating internal and external events, managing marketing and office-related tasks, supporting recruiting processes, and providing general administrative support across the firm.

Responsibilities

• General Firm Administrative Support: coordinate agendas, scheduling, and documentation for internal meetings; track administrative projects and help maintain policies and directories; track deadlines and deliverables for firm-wide operational initiatives; coordinate and communicate with IT to ensure that Audio/Visual and other technology requirements for meetings are met and set up appropriately; provide back-up support for other team members; assist with supplies and client support
• Interview & Candidate Support: coordinate interview scheduling, candidate tracking, maintain candidate documents, and follow-up
• Marketing & Communications Support: update website and social media as needed; maintain photo archive of events
• Office events: establish needs and responsibilities for office events and coordinate with attorneys to ensure logistics are in place for the events
• Onboarding & Offboarding Support: assist with onboarding of new hires and offboarding of departing employees
• CLE: coordinate in-house CLEs (topics, speakers, accreditation, materials, registration), assist with external CLE submissions and speaker coordination, track CLE credits and reporting requirements, maintain CLE database and calendar
• Financial Admin Support: assist with preparing financial presentations and other financials as needed; assist with coordinating budgeting requests as needed
• Provide business development and act as an administrative liaison for the New York Office: work with the partners on client pitches such as formatting presentations and pulling together attorney biographies and updating case lists, and work on New York Office administrative issues.

Qualifications

• Bachelor’s degree or equivalent work experience
• 3-7 years in an executive-level support experience in a law firm or professional-services environment
• Strong organizational skills
• Strong attention to detail and ability to manage multiple deadlines, and follow-through skills
• Excellent written and verbal communication skills
• Ability to work independently and take initiative in a fast-paced environment
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), experience with basic website content management systems and project management software are a plus

Preferred

• Familiarity with Canva
• Familiarity with legal administrative procedures