Administrative Assistant

Cohen Seglias; Philadelphia (Philadelphia County); On-site; USD 42,000 - 56,000; Full time

Job summary

Cohen Seglias, a leading law firm in Philadelphia, seeks a Human Resources Assistant to deliver administrative and operational support to the HR department. You will coordinate scheduling, onboarding/offboarding administration, employee events, training programs, and general HR operations.

The ideal candidate is highly organized, detail-oriented, and discreet with confidential information while delivering proactive, client-focused service to employees, candidates, and attorneys.

Qualifications

• Minimum 1–3 years of professional administrative experience, HR experience preferred.
• Excellent organizational and multi-tasking abilities in a fast-paced environment.
• Strong written and verbal communication and professional relationship skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Coordinates calendars, meetings, interviews and related activities with scheduling and room reservations.
• Manages event logistics, including room setup, catering, and post-event restoration.
• Assists onboarding/offboarding by maintaining checklists and coordinating tasks across departments.
• Monitors calendars, trackers and deadlines, providing timely reminders and follow-up.
• Provides administrative support such as expense tracking, travel arrangements, and records maintenance.
• Assists with HR forms, communications, and document handling.
• Maintains confidentiality when handling sensitive employee and firm information.
• Supports recruitment administration and candidate communications.
• Delivers responsive, professional HR support to employees, candidates, attorneys, and partners.
• Assists with policy acknowledgments, compliance tracking, and employee record audits.
• Performs other HR and operational duties as assigned.

Skills

Strong organizational skills

Attention to detail

Communication skills

Customer service mindset

Discretion with confidential info

Follow-up and problem-solving

Tools

Microsoft Office Suite

Job description

Position Summary

The Human Resources Assistant provides administrative and operational support to the Human Resources department, helping to ensure the efficient execution of HR programs, processes, and initiatives. This position serves as a key coordinator for department activities, including scheduling, onboarding and offboarding administration, employee events, training programs, and general HR operations. The HR Assistant is responsible for maintaining accurate records, coordinating logistics, monitoring workflow and project deadlines, and providing exceptional customer service to employees, candidates, and external business partners. The ideal candidate is highly organized, detail-oriented, proactive in follow-up, and able to handle confidential information with discretion while supporting the Human Resources team's overall goals.

Essential Duties and Responsibilities

• Coordinates calendars, meetings, interviews, and other activities, including scheduling, invitations, room reservations, and meeting materials.
• Coordinates meeting and event logistics, including room setup and breakdown, catering orders, food delivery coordination, and ensures meeting spaces are prepared and restored following events.
• Assists with onboarding and offboarding activities by maintaining checklists, coordinating tasks with internal departments, monitoring completion status, and following up to ensure timely completion.
• Monitors department calendars and task lists, project trackers, and action items, providing timely reminders and follow-up to support completion of assignments and initiatives.
• Provides administrative support, which includes, but is not limited to, expense tracking, credit card reconciliation and receipt submission, processing donations and gifts, arranging travel and hotel accommodations, and maintaining department records.
• Assists with the preparation, distribution, and collection of HR-related forms, communications, and documents.
• Maintains confidentiality and exercises discretion when handling sensitive employee, compensation, and organizational information.
• Supports recruitment administration by scheduling interviews, coordinating candidate communications, and candidate tracking.
• Demonstrates a strong client-service mindset and provides responsive, professional support to employees, candidates, attorneys, and business professionals.
• Assists with policy acknowledgments, compliance tracking, and employee record audits.
• Performs other administrative and operational duties assigned to support the Firm.

Qualifications

• Minimum of one to three years of professional administrative experience, human resources experience preferred.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and competing demands in a fast-paced environment.
• Excellent attention to detail and commitment to accuracy.
• Strong verbal and written communication skills.
• Demonstrated ability to provide exceptional customer service and maintain professional relationships with employees, candidates, and firm leadership.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong follow-up and problem-solving skills, with the ability to identify issues and ensure tasks are completed on time.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong interpersonal skills and the ability to work collaboratively with individuals at all levels of the organization.
• Ability to work independently while exercising sound judgment and knowing when to seek guidance.
• Demonstrated reliability, professionalism, and a proactive approach to supporting department operations.

Cohen Seglias laid a foundation of legal excellence in the construction industry more than 35 years ago, an area where we remain preeminent. By being responsive and conscientious business partners, our footprint and capabilities have grown alongside our clients’ needs - becoming extensions of their teams. We provide our clients with a full range of legal services, with 20+ disciplines, to clients across nine offices. The firm and our attorneys are consistently recognized as top leaders in legal rankings such as Chambers USA, Legal 500, Law 360, and Best Lawyers

Culture

As a mid-sized firm, we offer attorneys a collegial, collaborative and people-friendly working environment, while also providing interesting and sophisticated legal work. We help our attorneys and professional staff build their skill sets and practices through an open-door, professional environment that encourages hands‑on experience.

Cohen Seglias is a growing and dynamic law firm committed to the growth and well‑being of our employees. This commitment is demonstrated through a range of initiatives, including a mentoring program, ongoing training and development, pro bono work, regular office events, parental leave, Habitat for Humanity Build Days, and more.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer

Cohen Seglias is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, gender, pregnancy, religion, national origin, ancestry, disability, genetic information, veterans’ status or military affiliation, sexual orientation, gender identity and expression, or other characteristics protected by applicable law.