Administrative Assistant

Gravity Staffing, Inc.; New York (NY); On-site; USD 52,000 - 65,000; Full time

Job summary

The NYC office of a global law firm is seeking an Administrative Assistant to support the talent management department. The role focuses on owning scheduling for the team, coordinating meetings, interviews and onboarding, and maintaining real-time trackers, dashboards and records.

You will handle calendar management, prepare documents, safeguard confidential information and provide broader administrative support to the department as needs evolve in a fast-paced, white-glove environment.

Qualifications

• Minimum of 2 years of administrative or coordination experience in a professional services environment.
• Exceptional organizational skills and attention to detail with real-time records management.
• Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word) and tracker/database skills.
• Excellent written and verbal communication and discretion with confidential information.
• Ability to manage multiple priorities in a fast-paced, high-volume environment.
• Experience with applicant tracking systems or CRM is a plus.

Responsibilities

• Own and manage all scheduling for the team, coordinating meetings, calls and interviews.
• Manage complex, frequently shifting calendars across multiple team members.
• Coordinate onboarding meetings and events, including room bookings and video conferencing.
• Track scheduling deadlines and follow up to confirm attendance and next steps.
• Maintain department trackers, dashboards and records updating in real time.
• Monitor milestones and deadlines and flag upcoming items.
• Generate and distribute regular status updates and reports.
• Prepare, format and proofread documents and correspondence.
• Maintain confidential records of all department activity.
• Serve as a first point of contact for administrative inquiries.
• Assist with onboarding forms and related documentation.
• Handle confidential partner, client and firm information with discretion.
• Provide general administrative support to the broader team as needed.

Skills

Calendar management

Organizational skills

Microsoft Office proficiency

Communication skills

Discretion and confidentiality

Multi-tasking

Data tracking tools familiarity

Tools

Applicant Tracking Systems (ATS)

CRM systems

Project management tools

Job description

The NYC office of a global law firm is looking for an Administrative Assistant to support the talent management department. The person will be responsible for owning the scheduling that keeps the team running and ensuring that the department’s trackers, dashboards and records reflect the most current, real-time information at all times.

Scheduling & Calendar Management

• Own and manage all scheduling for the team, coordinating meetings, calls and interviews


• Manage complex, frequently shifting calendars across multiple team members


• Coordinate pre-arrival, onboarding and integration meetings and events, including room bookings, video conferencing setup, catering and related logistics


• Track scheduling-related deadlines and proactively follow up to confirm attendance, preparation and next steps

Tracker & Real-Time Data Management

• Maintain the department’s integration trackers, dashboards and records, ensuring every entry is updated in real time and reflects the most current status, milestone and engagement information


• Monitor milestones and deadlines and proactively flag items that are upcoming


• Generate and distribute regular status updates and reports

General Administrative & Operational Support

• Prepare, format and proofread documents and correspondence


• Maintain accurate and confidential records of all department activity


• Serve as a first point of contact for administrative inquiries directed to the team


• Assist with collecting and organizing onboarding forms and related documentation


• Handle confidential and highly sensitive partner, client and firm information with discretion and sound judgment


• Provide general administrative and logistical support to the broader team as needs evolve


• Assist with other administrative tasks and projects as needed

Qualifications:

• Minimum of 2 years of administrative or coordination experience in a professional services environment, preferably within a legal or similar setting


• Exceptional organizational skills and attention to detail, with a proven ability to manage complex calendars and keep detailed records accurate and current in real time


• Strong proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word); experience building and maintaining trackers, spreadsheets or databases strongly preferred


• Comfort working with data and tracking tools, with a strong emphasis on accuracy, timeliness and consistency


• Excellent written and verbal communication skills


• Discretion and the ability to handle confidential and sensitive information with integrity


• Ability to manage multiple priorities and deadlines in a fast-paced, high-volume, white-glove service environment


• Experience with applicant tracking systems, CRM or project management tools a plus