Legal & Administrative Assistant

Mintz Group; New York (NY); Hybrid; USD 60,000 - 85,000; Full time

Job summary

An established industry player is seeking a Legal & Administrative Assistant to provide high-level support to the Chief Legal Officer and the legal department. This role is crucial for ensuring the smooth execution of legal processes, maintaining confidentiality, and facilitating effective communication. The ideal candidate will thrive in a dynamic environment, showcasing strong administrative skills and a keen attention to detail. Join a team dedicated to delivering actionable intelligence and making a global impact through investigative services. If you're ready to contribute to a collaborative culture that values innovation and excellence, this is the perfect opportunity for you.

Benefits

Discretionary Bonus

Flexible Time Off-Policy

Comprehensive medical, dental, and vision coverage

401k plan with employer match

Parental Leave

Company-sponsored basic life and AD&D insurance

Flexible spending accounts (FSAs)

Transit and Parking benefits

Qualifications

• 3+ years of experience in an administrative assistant role, supporting a legal team.
• Familiarity with legal compliance and data privacy regulations is a plus.

Responsibilities

• Assist the Chief Legal Officer with daily operations and legal documentation.
• Support the Office Head with case opening, time entry, and expense reporting.

Skills

Administrative Skills

Attention to Detail

Communication Skills

Analytical Thinking

Tech Savvy

Education

Associate’s or Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Legal & Administrative Assistant

Discover Mintz Group

At Mintz Group, we specialize in uncovering the truth. For over 30 years, we have provided top-tier investigative services to help our clients make informed decisions, mitigate risks, and seize opportunities. Our services span background checks, executive diligence, asset tracing, and internal investigations, conducted by a dedicated team of over 250 investigators across 12 offices worldwide.

Why Join Us

• Global Impact: Work with a firm that conducts over 10,000 investigations annually in more than 130 countries, making a significant impact on a global scale.
• Expert Team: Join a team of professionals who are leaders in the field, bringing together diverse expertise across industries.
• Growth Opportunities: Be part of a dynamic environment that offers continuous learning and career advancement opportunities.
• Innovative Culture: Thrive in a culture that encourages innovation, excellence, and collaboration, ensuring that we stay ahead in the industry.

Be part of a firm that is dedicated to delivering factual, reliable, and actionable intelligence, contributing to the success and security of our clients.

What’s This Job About?

We’re seeking a Legal & Administrative Assistant to provide high-level administrative and operational support to the Chief Legal Officer and other members of the legal department. This role ensures the seamless execution of legal processes, maintains confidentiality in handling sensitive information, and facilitates effective communication among Mintz Group professional staff.

Additionally, this position will provide administrative support to the Office Head of New York City and assist senior investigative staff in the New York office. The Legal & Administrative Assistant will also serve as a backup receptionist when needed. By expertly managing legal documentation, conflict checks, and engagement agreements, this role plays a key part in optimizing the efficiency of the legal department while upholding compliance and best practices.

What Are Your Key Responsibilities

Legal Department Support

• Assist the Chief Legal Officer and legal team in managing daily operations, including:Conducting conflict checks for new matters, ensuring proper documentation is maintained.
• Maintaining professional licensing compliance and renewals across Mintz Group offices.
• Managing director/officer rosters across global Mintz Group entities.
• Coordinating with international service providers on compliance and legal matters.
• Drafting, reviewing, and updating legal templates and engagement agreements for client matters.
• Assisting with special projects as needed.
• Hand-delivering documents to third parties when required.

Administrative Support for Office Head and Senior Investigative Staff

• Support the Office Head and senior investigative staff in the New York office with daily operations such as: Case opening, time entry, and expense reporting.
• Document preparation within the Microsoft Office Suite.
• Updating and managing the PTO calendar for office staff.

General Administrative Support

• Managing phone coverage, front desk responsibilities, and visitor coordination.
• Ordering, tracking, and maintaining office supply inventory.
• Preparing and processing FedEx and USPS shipments, including ensuring timely drop-offs.
• Sorting and distributing incoming mail and packages.
• Maintaining and replenishing kitchen and office supplies regularly.
• Ordering lunch for the office on a weekly basis and coordinating setup and cleanup, including light housekeeping tasks such as trash removal and wiping down surfaces.
• Acting as the primary liaison with building management and external contractors to address facility-related needs.
• Monitoring and responding to office voicemail and fax communications in a timely manner.
• Assisting with the planning and coordination of office events.
• Managing document shredding services to ensure compliance with privacy and data security regulations.
• Coordinating travel arrangements, including booking transportation and accommodations.
• Supporting ad hoc and special projects as assigned.

What Makes You a Great Fit?

• Experience: 3+ years of experience in an administrative assistant role, including supporting a legal team or function.
• Legal Knowledge: Familiarity with legal compliance, data privacy regulations, and professional licensing processes is a plus.
• Administrative Skills: Demonstrated ability to manage schedules, coordinate projects, and handle confidential information with discretion.
• Writing Skills: Strong ability to draft and edit legal and business documents with clarity and accuracy.
• Attention to Detail: Proven ability to produce high-quality, precise work in a fast-paced environment.
• Analytical Thinking: Ability to assess and organize legal documentation, identify compliance requirements, and anticipate potential challenges.
• Tech Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with a willingness to quickly learn new platforms.
• Organizational Skills: Ability to manage multiple priorities, meet deadlines, and work independently while maintaining strong attention to detail.
• Communication Skills: Strong verbal and written communication skills to effectively interact with internal teams and external contacts.
• Team Player: Collaborative mindset with a proactive and resourceful approach to problem-solving.
• Adaptability: Ability to prioritize and adjust to shifting responsibilities in a dynamic work environment.
• Educational Background: Associate’s or Bachelor’s degree or the equivalent in relevant work experience.
• Availability: Must be available to work on-site Monday thru Thursday in a collaborative office environment.

Ready to Join Us?

Our ideal candidate will have expertly navigated the complexities of investigative research, synthesizing large volumes of information into actionable insights while ensuring accuracy and clarity. Leading applicants will excel in analytical thinking, time management, and collaborating with case managers and practice leadership to meet client objectives.

To thrive in this role, the successful candidate will focus on hands-on investigative activities, leveraging data-driven tools and methods while relying on critical thinking and attention to detail to deliver high-quality results.

This role involves a hybrid work setup candidates are required to work in New York City.

Why You'll Love Working With Us?

• Competitive Salary: $60,000.00 - $85,000.00
• Discretionary Bonus
• Flexible Time Off-Policy
• Health Benefits: Comprehensive medical, dental, and vision coverage.
• Retirement Savings: 401k plan with employer match.
• Parental Leave
• Hybrid working environment: Candidate must work in New York City and must be able to come in the office from Monday - Thursday 9am to 5pm.
• Life Insurance: Company-sponsored basic life and AD&D insurance
• Additional Benefits: Flexible spending accounts (FSAs), Transit and Parking.

Our Commitments As An Employer

Mintz Group is committed to providing equal employment opportunities to all individuals. We do not discriminate against any applicant or employee based on gender, transgender status, race, color, religion, marital status, pregnancy, national or ethnic origin, ancestry, citizenship, sexual orientation, age, veteran status, genetic information, mental or physical disability (unless such disability is a bona fide occupational qualification), gender identity or expression, or any other characteristic protected by federal, state, or local law. Our policy of equal employment opportunity applies to all aspects of the employment relationship, including recruitment, hiring, promotion, transfer, training opportunities, termination, wage and salary administration, and the application of benefit plans and company policies.