Law Firm Administrative Assistant (Marketing & Business Development)

The ONeil Search Group; New York (NY); Sur place; USD 60 000 - 90 000; Plein temps

Résumé du poste

The ONeil Search Group is seeking an experienced Administrative & Operations Coordinator to support the Marketing & Business Development team and leadership in New York City. The role reports to the Manager of Legal Executive Assistant and Paralegal Services, with input from Marketing directors and the Chief Marketing Officer.

You will coordinate scheduling for team meetings and events, manage travel, prepare presentations, maintain records, handle CRM data, assist with budgets and vendor

Responsabilités

• Provide day-to-day administrative support to the Marketing & Business Development team and leadership
• Assist in managing scheduling for team meetings, events, and department activities, including logistics, catering, and A/V
• Coordinate virtual meetings (Zoom, Teams, WebEx)
• Prepare, format, proofread, and edit presentations, reports, and correspondence
• Maintain organized records, files, and departmental documentation
• Coordinate travel arrangements and itineraries
• Support onboarding logistics and general administrative needs
• Manage the department’s vacation schedule and provide support to leadership in ensuring appropriate coverage in teams
• Assist in coordinating logistics and execution of marketing and business development events, conferences, and client programs
• Support event registrations, materials preparation, vendor coordination, and on-site logistics
• Assist with client gifting and related coordination
• Support internal initiatives, including merchandise and promotional programs
• Assist with budget tracking, expense coordination, and reconciliation activities
• Process invoices and support timely submission and approvals
• Assist in reconciling credit card expenses and vendor invoices
• Support monthly and ad hoc financial reporting with accurate data
• Provide support in maintaining and updating CRM systems (e.g., InterAction), including contacts, activities, and mailing lists
• Assist in tracking business development activities, media mentions, and client engagement
• Support the preparation of regular and ad hoc reports
• Assist with contract submissions, tracking, and approvals through contract management systems
• Liaise with vendors on logistics, billing, and deliverables
• Maintain organized records of contracts and agreements
• Support project tracking tools (e.g., Asana) to help ensure tasks are current and accurate
• Assist in coordinating team meetings, agendas, and follow-ups
• Maintain departmental resources, including organizational charts and directories
• Support special projects and ad hoc requests as needed

Description du poste

Job Relationships

Reports to the Manager of Legal Executive Assistant and Paralegal Services, with supervisory input from the Marketing & Business Development directors and Chief Marketing Officer. Serves as a liaison between internal stakeholders, external vendors, and administrative staff, operating under the direction of department leadership.

Key Responsibilities

Administrative & Operational Support

• Provide day-to-day administrative support to the Marketing & Business Development team and leadership
• Assist in managing scheduling for team meetings, events, and department activities, including logistics, catering, and A/V
• Coordinate virtual meetings (Zoom, Teams, WebEx)
• Prepare, format, proofread, and edit presentations, reports, and correspondence
• Maintain organized records, files, and departmental documentation
• Coordinate travel arrangements and itineraries
• Support onboarding logistics and general administrative needs
• Manage the department’s vacation schedule and provide support to leadership in ensuring appropriate coverage in teams

Event & Marketing Coordination

• Assist in coordinating logistics and execution of marketing and business development events, conferences, and client programs
• Support event registrations, materials preparation, vendor coordination, and on-site logistics
• Assist with client gifting and related coordination
• Support internal initiatives, including merchandise and promotional programs

Financial & Budget Support

• Assist with budget tracking, expense coordination, and reconciliation activities
• Process invoices and support timely submission and approvals
• Assist in reconciling credit card expenses and vendor invoices
• Support monthly and ad hoc financial reporting with accurate data

CRM & Data Management

• Provide support in maintaining and updating CRM systems (e.g., InterAction), including contacts, activities, and mailing lists
• Assist in tracking business development activities, media mentions, and client engagement
• Support the preparation of regular and ad hoc reports

Vendor & Contract Coordination

• Assist with contract submissions, tracking, and approvals through contract management systems
• Liaise with vendors on logistics, billing, and deliverables
• Maintain organized records of contracts and agreements

Project & Team Coordination

• Support project tracking tools (e.g., Asana) to help ensure tasks are current and accurate
• Assist in coordinating team meetings, agendas, and follow-ups
• Maintain departmental resources, including organizational charts and directories
• Support special projects and ad hoc requests as needed