Administrative Assistant

JMS Technical Solutions • Buffalo, NY

23h • Onsite

About The Position

Our client seeks an organized, dependable, service-oriented Administrative Assistant to support the firm's day-to-day administrative operations. This role is for someone who enjoys keeping an office running smoothly, owning recurring tasks, supporting multiple teams, and following through on details. The position will provide significant phone and front-office coverage, general administrative support, recurring assistance to Marketing, and support for firm-wide administrative projects.

Requirements

• Bachelor's degree required.
• At least one year of prior experience working in an office or professional administrative environment required.
• Strong written and verbal communication skills.
• Comfort working with technology, data entry, Microsoft Office applications, and administrative or case-management systems.
• Applicants must be authorized to work in the U.S.

Nice To Haves

• MyCase experience is a plus.
• Experience in a law firm or other professional-services environment is helpful but not required.

Responsibilities

• Serve as the firm's secondary point of contact for incoming phone calls, working closely with the Intake Specialist to maintain dependable phone coverage throughout the business day.
• Answer and route calls, take accurate messages, and assist callers professionally and efficiently.
• Provide routine daily phone coverage, including when the primary phone contact is assisting another caller, handling intake work, at lunch, in meetings, or out of the office.
• Help ensure calls are answered promptly and routed to the appropriate person or team.
• Provide day-to-day administrative support across the firm, including scheduling and meeting coordination, document organization, research, and special projects.
• Support recurring office workflows such as mail, scanning, FedEx/shipping, file maintenance, records organization, and document preparation.
• Assist with firm events, employee initiatives, office projects, and other administrative needs.
• Coordinate meeting logistics and assist with internal follow-up and action items as assigned.
• Partner with the Office Coordinator and other administrative team members to maintain smooth office operations and reliable coverage.
• Help maintain organized electronic and physical records and ensure information is saved in the appropriate firm systems.
• Provide recurring administrative support to the Marketing team, expected to average approximately four hours per week, so repeatable manual and coordination tasks can be handled outside of the core Marketing function.
• Assist with coordinating marketing materials, organizing information, event or promotional logistics, mailings, data entry, and other execution-focused tasks.
• Support firm events, community initiatives, employee celebrations, and client-facing projects as needed.
• Provide reliable follow-through on assigned Marketing tasks while strategic marketing ownership, content direction, and campaign management remain with the Marketing team.
• Enter, update, and maintain information in firm systems, including MyCase and other administrative platforms.
• Maintain organized tracking tools, lists, and documentation so open items and recurring responsibilities are easy to review and manage.
• Assist with internal process documentation, checklists, and SOP maintenance.
• Support implementation of improved administrative workflows and help identify opportunities to make recurring tasks more efficient.
• Handle confidential client, employee, and firm information with discretion and sound judgment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level