Administrative Assistant

Gravity Staffing, Inc.; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Breakfast and Lunch Provided

Job summary

Gravity Staffing, Inc. in New York City is seeking an Administrative Assistant to support the senior management team of Legal Talent and Legal Recruitment at a global law firm.

The position offers a hybrid schedule (work from home on Fridays) and a 9:30-5:30 workday, with breakfast and lunch provided. The role requires strong calendar management and communication skills, plus experience with billing and invoicing systems.

Qualifications

• Supports senior management in a legal or professional services environment.
• Maintains busy, complex and ever-changing calendars with on-site and hybrid meetings.
• Experience with billing/invoicing databases and document management systems.
• Excellent written and verbal communication and a proactive work approach.

Responsibilities

• Manages day-to-day admin for senior management with initiative and independent judgment.
• Coordinates and schedules meetings, handling catering, multimedia, and documents.
• Screens calls, mail, visitors, inquiries, and tracks communications.
• Prepares documents including letters, memos, spreadsheets and presentations.
• Establishes and maintains organized files and records.
• Collaborates with Finance on invoices and expense reports.
• Manages travel arrangements for senior management.
• Performs other tasks and special projects as needed.

Skills

Calendar management

Executive support

Microsoft Office

Travel coordination

Communication

Overtime flexibility

Attention to detail

Education

Bachelor’s degree (preferred)

Job description

The NYC office of a global law firm is looking for an Administrative Assistant to support the senior management team of Legal Talent and Legal Recruitment. The hours are 9:30-5:30, it's a hybrid schedule (work from home on Fridays) and breakfast and lunch are provided.

Responsibilities:

• Manages day-to-day administrative needs of senior management team using initiative and sound independent judgment. This involves direct communication with internal contacts as well as external clients.
• Coordinates and schedules all requested meetings internally, including the handling of special requests re: catering, multimedia needs and document preparation. These are VERY BUSY and ever-changing calendars.
• Screens telephone calls, mail (as requested) and visitors, maintaining electronic notes, inquiries, and status of communications.
• Prepares documents including the creation/editing of original documents, spreadsheets, presentations, letters, memos and other correspondence.
• Establishes, maintains and organizes files and records.
• Collaborates with the Firm’s Finance Department on various invoices and expense reports.
• Manages all aspects of travel including booking, transportation, lodging, and related activities for senior management team.
• Completes other tasks as assigned or needed, including special projects.

Required Skills:

• Bachelor’s degree strongly preferred, but not required.
• Five to eight years of prior work experience as an administrative, personal or executive assistant supporting a high level or C-suite professional, preferably in a legal or professional services industry.
• Experience maintaining busy, complex and ever-changing calendars including orchestrating all on-site/hybrid meetings and coordinating with all relevant stakeholders.
• Solid working knowledge of Microsoft Office (i.e., Word, Excel, Power Point) and Adobe Professional.
• Experience working with billing/invoicing databases and document management systems.
• Prioritizes tasks accurately and balances the demands of multiple concurrent tasks efficiently and effectively while maintaining a professional and courteous manner.
• Proactive, energetic and hardworking team player.
• Flexibility for occasional (Paid) Overtime and weekend work, when needed.