Office Administrator and Legal Secretary

Quick USA Inc.; New York (NY); Hybride; USD 39 000 - 55 000; Plein temps

Avantages offerts par ce poste

PTO/ Medical, Dental, and Vision Ins./

401(k) Retirement Plan

Résumé du poste

Quick USA Inc. is seeking an Office Administrator and Legal Secretary in New York, NY. The role combines administrative, financial, and legal support duties in a fast-paced, international legal environment. Hybrid work is available with standard hours 9:30–17:30 and one remote day per week.

The position requires strong organization, accuracy, and proactive communication, with duties spanning client interactions, document handling, and cross-border coordination with global offices including Tokyo.

Qualifications

• Strong organizational skills with attention to detail and accuracy.
• Excellent written and verbal communication; professional demeanor.
• Multilingual abilities are highly desirable; comfortable in international context.
• Bachelor’s degree or equivalent in office administration, legal support, or related field.

Responsabilités

• Oversee general office operations and liaise with building management and vendors.
• Provide scheduling, document preparation, and proofreading support for attorneys.
• Process expenses, vendor payments, and basic bookkeeping tasks.
• Assist marketing materials, events, and client outreach activities.

Connaissances

Organizational skills

Communication skills

Multilingual

Formation

Bachelor's degree or equivalent

Outils

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Description du poste

Position

Office Administrator and Legal Secretary

Summary

The Office Administrator and Legal Secretary plays a critical role in ensuring smooth operation of the Firm’s daily administrative, financial, and legal support functions. This position requires a highly organized, detail-oriented, and proactive professional who can manage multiple responsibilities efficiently in a fast-paced, international legal environment.

Essential Duties

Position Duties/Responsibilities Essential functions and responsibilities of this position include:

• Administrative and Office Management: Oversee general office operations, ensuring well maintained and efficient work environment; manage office-related insurance policies and maintain compliance; serve as primary liaison with building management, external vendors and relevant authorities; procure and manage office supplies and equipment, ensuring adequate stock and functionality; handle shipping, receiving, and distribution of mail and packages; coordinate business travel, including flights and hotel arrangements and itineraries; plan courtesy visits, business lunches and dinners; organize and facilitate business meetings, client visits, and firm-sponsored events; other general office duties.


• Human Resources-Related Support: Track employee attendance; liaise with the Firm’s payroll agency; and other HR-related tasks.


• Legal and Secretarial Support: Provide scheduling support for attorneys; manage document and file preparation, including drafting, formatting, proofreading, and copying; handle correspondence with clients, vendors, and internal stakeholders, ensure professional communication and follow-ups; process and manage business cards which attorneys received in the relevant internal database; answer incoming calls, greet visitors, and manage client interactions in a professional and courteous manner.


• Finance and Accounting: Process and manage expense reimbursement, vendor payments, and other financial transactions; issue invoices to clients, track payments, and follow up on outstanding balances; maintain bookkeeping records and generate financial reports as needed.


• Marketing, Business Development and Event Coordination: Assist in preparing marketing materials, presentations, and promotional content for marketing-related activities; maintain and update internal database; coordinate logistics for seminars, conferences, and client outreach initiatives; work with third-party vendors to ensure timely and high-quality execution of marketing activities.


• Liaison and Communication: Act as a bridge between the Firm’s international offices, including coordination with the Tokyo office; communicate effectively and collegially with external vendors, professional firms, clients, and Firm personnel across multiple jurisdictions; support cross-border collaboration efforts and maintain organized records of inter-office communications.

Working Hours / Working style

This is a full-time position with standard business hours of

9:30 to 17:30.

Some flexibility may be required to accommodate international communication and firm events. .

Hybrid work model (1 day remote per week)

Working Location

New York, NY

Salary / Benefit

$34/h

• PTO/ Medical, Dental, and Vision Insurance/401(k) Retirement Plan

Holidays

Saturday, Sunday and National holidays

Qualifications

Required Skills/Abilities

The Office Administrator and Legal Secretary must possess the following core competencies, experience, and attributes:

• Strong understanding of bookkeeping, invoicing, and basic financial management principles.


• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and legal document management systems.


• Excellent organizational skills with a keen attention to detail and accuracy.


• Strong communication skills, both written and verbal, with a professional and diplomatic demeanor.


• Ability to work collegially and professionally with lawyers, staffs and third parties.


• Ability to handle sensitive and privileged information with discretion and maintain confidentiality.


• Capacity to multitask, prioritize responsibilities, and work independently in a fast-paced environment.


• Familiarity with legal terminology and procedures is a plus.


• Multilingual skills are highly desirable.

Education and Experience

• Bachelor's degree or equivalent work experience in office administration, legal support, or a related field.


• Prior experience in an administrative or legal secretary role, preferably within a law firm or professional services environment.

Others

Reports to: The partners of the Firm

Physical Requirements and Working Conditions

Prolonged periods of sitting at a desk and working on a computer. Occasional lifting of office supplies, files, or packages. Frequent walking, standing, and reaching. Ability to perform repetitive hand and wrist movements for typing and document preparation. Occasional travel may be required for business-related purposes.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, and responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. The Office Administrator and Legal Secretary position is an at-will position.