Assistant Jobs

About The Position

Requirements

• Minimum 3-5 years of experience in a Legal Assistant or Executive Assistant role within a professional services or legal environment.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and virtual meeting tools.
• Energy and enthusiasm; excellent social and communication skills.
• Exceptional organizational, time management, and prioritization skills.
• Strong written and verbal communication skills, with the ability to interact confidently at all levels.
• Proven ability to work independently, anticipate needs, and manage sensitive matters with discretion.
• Professional, adaptable, and service oriented mindset.

Nice To Haves

• Post secondary education in business administration or related field is an asset.

Responsibilities

• Providing dedicated administrative and scheduling support to partners.
• Proactively managing complex calendars, meetings, inboxes and competing priorities.
• Anticipating needs to ensure partners are well prepared and supported.
• Performing conflict checks and opening new client matters.
• Overseeing and managing day to day office operations of a small office to ensure a well organized, professional, and efficient workplace.
• Coordinating with internal teams (Office Services, IT, Finance, Records, Facilities) and external vendors.
• Supporting onboarding and offboarding logistics in collaboration with HR, IT, and Finance.
• Maintaining office systems, shared resources, and operational documentation.
• Coordinating internal and external meetings, including room bookings, catering, and AV needs.
• Arranging executive travel (flights, accommodations, itineraries) and prepare expense reports.
• Supporting office and business development events, meetings, and initiatives, including planning of firm client-related events in New York City, such as receptions and seminars.
• Liaising with Human Resources regarding employee relations and associate transition issues from other offices.
• Coordinating with insurance broker to administer health benefits for employees in the office.
• Providing relevant information to payroll provider.
• Ensuring that all professional reporting, membership fees and filings are up to date and that all firm insurance policies and applicable liability insurance is in place for all contract lawyers.
• Liaising with landlord and building maintenance staff.
• Liaising with landlord and building maintenance staff for associate apartments.
• Serving as a key point of contact for internal and external stakeholders.
• Handling confidential firm, employee, and client information with discretion and integrity.

Benefits

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.