Administrative Assistant

Larimer Law•Mendon, NY

15d

About The Position

Larimer Law is a growing firm in the legal services industry, focusing on eDiscovery and related services. We are seeking a self-motivated individual who can join our close-knit family and continue to grow with us. The Administrative Assistant shall be responsible for various functions in support of the administrative operations of the Firm. Job duties will include assisting the Executive Coordinator with various operational tasks relating to the Firm's operating and information systems, HR and personnel-related processes and documentation, payroll and finance functions and facilities and resources of the Firm. The Administrative Assistant will report to the Firm's Director of Litigation Services. The Administrative Assistant’s responsibilities, which may be altered or added to from time to time by the shareholders, are described in further detail below: Assistance with Management of Firm Finances The Administrative Assistant will be responsible for performing tasks to assist the Firm’s Management Team and Executive Coordinator with financial planning and financial management for the Firm, including: Assisting with bill payment, invoicing, data entry and reporting, and collections; Collecting information and generating reports for internal and external budgeting purposes; Coordinating documentation and data entry relating to finances and financial systems ; Personnel and Human Resources Management A primary service offered by our firm is hiring teams of attorneys to review documents for our clients on accelerated timeframes. The Administrative Assistant shall be responsible for performing tasks to assist the Firm’s Director of Litigatgion Services and Executive Coordinator to support such efforts, including the following: Assisting with the fast-paced hiring (onboarding and offboarding) of groups of employees and contractors; Assisting with staff requests for technical or operational assistance. Assisting with trainings and troubleshooting for employees on the use of firm technologies and tools Assisting employees in resolving IT issues and/or directing them to the appropriate vendor resource as necessary to resolve IT issues as soon as possible Assisting with payroll and timekeeping systems; preparing routine reports for the auditing of time entries Assisting Executive Coordinator with benefits documentation and communications General Operations The Administrative Assistant will be responsible for assisting the Executive Coordinator with: Provisioning of office supplies and equipment Day-to-day operational functions such as sending and receiving mail; monitoring phone and email correspondence; Assistance with travel and other operational support for the executive and attorney teams Various administrative tasks assisting Executive and Project teams as needed

Requirements

Proficiency in the Microsoft Office Suite (Word, Excel, Outlook) is required
Excellent time management and organizational abilities are critical for handling multiple projects and tasks simultaneously
Ability to multitask and prioritize workload
Strong attention to detail
Excellent verbal and written communication skills are essential
Strong interpersonal skills to interact with clients, colleagues, and senior management
Self-motivation and willingness to be proactive in running issues to the ground is critical
Must be a team player!
Ability to handle sensitive and confidential information with discretion
High level of professionalism and confidence
Flexibility and ability to adapt to changing priorities in a fast-paced environment
Proven experience as an executive assistant or in a similar administrative role is desired

Nice To Haves

Familiarity with Quickbooks is desired
Familiarity with other office productivity software, calendar management tools, and Microsoft Teams or other collaborative tools is desired
An associate’s degree or bachelor's degree is preferred

Responsibilities

Assisting with bill payment, invoicing, data entry and reporting, and collections
Collecting information and generating reports for internal and external budgeting purposes
Coordinating documentation and data entry relating to finances and financial systems
Assisting with the fast-paced hiring (onboarding and offboarding) of groups of employees and contractors
Assisting with staff requests for technical or operational assistance.
Assisting with trainings and troubleshooting for employees on the use of firm technologies and tools
Assisting employees in resolving IT issues and/or directing them to the appropriate vendor resource as necessary to resolve IT issues as soon as possible
Assisting with payroll and timekeeping systems; preparing routine reports for the auditing of time entries
Assisting Executive Coordinator with benefits documentation and communications
Provisioning of office supplies and equipment
Day-to-day operational functions such as sending and receiving mail; monitoring phone and email correspondence
Assistance with travel and other operational support for the executive and attorney teams
Various administrative tasks assisting Executive and Project teams as needed