Administrative Assistant - Legal Group at CBIZ, New York, NY
Administrative Assistant - Legal Group at CBIZ in New York, NY. Est. up to $100k. Apply with swipeandhired.
#LI-KH1 #LI-Onsite
CBIZ is seeking a highly organized and proactive Administrative Assistant to support a collaborative legal team in a fully in-office role (5 days per week). This position provides critical administrative support to attorneys and paralegals, coordinates client-facing meetings and communications, and helps ensure the smooth day-to-day operation of the practice. The ideal candidate is adaptable, detail-oriented, and responsive, with the ability to manage multiple priorities in a fast-paced environment. A strong commitment to delivering exceptional service, maintaining professionalism, and supporting both clients and colleagues is essential to success in this role.
Essential Functions and Responsibilities
- Provide comprehensive administrative support to multiple attorneys and legal professionals, including calendar management, document preparation, file maintenance, copying, scanning, mailing, and general administrative support.
- Prepare, proofread, format, and finalize correspondence, engagement letters, legal documents, and other client-facing materials with a high degree of accuracy and attention to detail.
- Assist with opening new client matters, maintaining client records, and processing executed documents in accordance with established procedures.
- Coordinate and participate in client meetings, including scheduling, preparing meeting materials, and providing logistical support before, during, and after meetings.
- Serve as a professional point of contact for clients and internal stakeholders via phone, email, video conference, and in-person interactions.
- Support client billing, reporting, and collections processes, ensuring timely and accurate follow-up.
- Maintain organized electronic and physical filing systems and assist with records management.
- Provide support for special projects and perform additional administrative and operational duties as needed.
- Assist with marketing initiatives, social media activities, client communications, and other business development efforts as opportunities arise.
Preferred Qualifications
- Associate or bachelor’s degree preferred.
- Minimum of two years of administrative or office support experience required; experience in a law firm, legal department, or other professional services environment strongly preferred.
- Exceptional organizational skills with strong attention to detail and accuracy.
- Proven ability to manage multiple priorities, meet deadlines, and adapt to changing business needs in a fast-paced environment.
- Excellent written and verbal communication skills, with a professional, client-service-oriented approach.
- Strong follow-through, sound judgment, and the initiative to anticipate needs, identify solutions, and support team objectives.
- Ability to work effectively both independently and collaboratively within a collaborative, team-oriented environment.
- Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams, along with the ability to quickly learn new technologies and internal systems.
- Demonstrated commitment to continuous learning, professional development, and process improvement.
- Experience with, or interest in, marketing, social media, client engagement, and business development activities is a plus.
Minimum Qualifications
- High school diploma or GED
- 2 years experience in office environment and preferably performing as an administrative assistant
- Must have knowledge of administrative procedures
- Proficient use of applicable technology
- Demonstrated ability to communicate verbally and in writing throughout all levels of organization, both internally and externally