About the Role:
We are seeking a proactive and highly organized Administrative Assistant to support the day-to-day operations of our boutique law firm. This role is ideal for someone who thrives in a fast-paced, professional environment and enjoys wearing many hats—from office management and front-desk coordination to event planning and special projects.
** THIS POSITION IS ONSITE FIVE (5) DAYS A WEEK IN THEIR MIDTOWN OFFICES **
Reporting directly to the Director of Operations, this individual will be the central hub for internal coordination and firm-wide organization. You’ll play a key role in ensuring smooth office operations and delivering a high-quality experience for both staff and clients.
Key Responsibilities:
Office Management & Administrative Support
- Manage office supplies, vendor relationships, equipment upkeep, and facility needs
- Serve as point of contact for building management and service providers
- Handle scheduling, internal communications, and travel coordination for firm leadership
Receptionist & Client-Facing Duties
- Greet clients and guests in a professional, welcoming manner
- Manage incoming calls, mail, and deliveries
- Maintain conference rooms and common areas to ensure readiness and cleanliness
Event Planning & Coordination
- Plan and execute events, firm outings, team-building activities, and holiday functions
- Coordinate logistics for client receptions and partner-led gatherings
- Assist with catering, room setup, and AV needs for in-house events and meetings
Conference & Operations Support
- Manage the booking and preparation of conference rooms and virtual meetings
- Provide on-site support during large meetings or events
- Ensure operational readiness of firm-wide meetings and special sessions
Project Work & Executive Support
- Assist with ad-hoc projects, research tasks, and presentations as assigned by the Director of Operations
- Maintain accurate records, prepare reports, and help streamline operational workflows
- Support onboarding of new hires and assist with internal process improvements
Qualifications:
- 1+ years of experience in administrative, office management, or operations support (professional services or legal setting preferred)
- Excellent interpersonal, communication, and organizational skills
- Strong proficiency in Microsoft Office Suite; experience with Zoom
- Able to work independently, prioritize multiple tasks, and maintain confidentiality
- Energetic, polished, and client-service oriented with a can-do attitude
