Practice Administrator

Cohen Forman Barone, PC; New York (NY); On-site; USD 70,000 - 85,000; Full time

Job summary

Cohen Forman Barone, PC in New York City is seeking an exceptionally organized, proactive Practice Administrator to support a high-volume legal practice. The role requires managing calendars, handling confidential information, and ensuring deadlines are met with precision.

You will perform both high-level administrative tasks and paralegal-level support, coordinate Zoom meetings, filings, and client communications, and maintain orderly files and logistics from first contact through ongoing

Qualifications

• Highly organized and detail-oriented required.
• Ability to manage multiple tasks and deadlines in a fast-paced legal environment.
• Discretion with sensitive information and client communications.

Responsibilities

• Manage and maintain attorney calendars, including court appearances and deadlines.
• Coordinate Zoom meetings, conference rooms, and calls.
• Monitor calendars for conflicts and upcoming obligations.
• Provide attorney and client support with professionalism and confidentiality.
• Assist with paralegal-level tasks and document preparation.

Skills

Calendar management

Attention to detail

Organizational skills

Proactive

Confidential information handling

Time management

Tools

Zoom

Document management

Job description

New York City | In-Office | Full-Time | In Person

Salary: $70,000.00 - $85,000.00 per year

About the Role

We are seeking an exceptionally organized, proactive, and experienced Practice Administrator to support a high-volume legal practice.

We are looking for an A-player who has already demonstrated the ability to manage a demanding legal practice, stay several steps ahead of attorneys, handle sensitive and confidential information, and take ownership of administrative and case-support responsibilities without constant supervision.

You should be someone who naturally creates order, catches details others miss, follows through relentlessly, and can be trusted to manage important deadlines, documents, communications, and logistics. Also, will be comfortable performing both high-level administrative functions and certain paralegal-level support tasks.

What You Will Do

Practice & Calendar Management

• Manage and maintain attorney calendars, including court appearances, conferences, depositions, meetings, consultations, deadlines, and other critical events.
• Monitor calendars and proactively identify scheduling conflicts, upcoming deadlines, and outstanding obligations.
• Coordinate Zoom meetings, conference rooms, calls, and other internal and external meetings.
• Ensure canceled or rescheduled events are promptly updated across all applicable calendars and systems.
• Help manage the day-to-day administrative workflow of the practice.
• Anticipate attorney and team needs rather than waiting to be instructed.

Attorney & Client Support

• Monitor designated attorney inboxes and identify matters requiring immediate attention, follow-up, calendaring, or delegation.
• Ensure attorneys are aware of important communications, deadlines, court dates, and outstanding client requests.
• Communicate professionally with clients, opposing counsel, courts, vendors, and other professionals.
• Respond to routine client and attorney communications when appropriate and respond to matters requiring attorney attention.
• Follow up with clients regarding requested documents, signatures, forms, payments, appointments, and other outstanding items.
• Handle sensitive and confidential information with discretion and professionalism.
• Provide a polished and professional experience for clients from initial contact through ongoing representation.

Legal & Paralegal-Level Support

• Assist attorneys and paralegals with case-related administrative and substantive support.
• Prepare, organize, label, and maintain case files and legal documents.
• Perform document redaction accurately and efficiently, including reviewing documents for confidential, privileged, or sensitive information.
• Assist with preparation and organization of documents for court filings, discovery, conferences, hearings, and attorney review.
• Assist with assembling exhibits, binders, correspondence, mailing packages, and filing materials.
• Coordinate and complete mailings, certified mail, overnight deliveries, court deliveries, and other time-sensitive document submissions.
• Assist with e-filing and other court-related administrative tasks as directed.
• Track documents and outstanding items to ensure nothing falls through the cracks.
• Maintain organized electronic and physical files in accordance with firm procedures.
• Assist with preparing and organizing materials for attorney review and client meetings.
• Perform quality-control checks to ensure documents are complete, properly labeled, and routed to the appropriate person.

Court & Office Support

• Coordinate and, when necessary, attend court or make court-related deliveries and filings.
• Handle time-sensitive errands and document deliveries.
• Assist with client meetings and office logistics.
• Provide backup administrative support to the broader firm when needed.

The right candidate is:

• Highly organized and detail-oriented
• Resourceful and solutions-oriented
• Proactive rather than reactive
• Fast, but extremely accurate
• Calm under pressure
• Comfortable managing confidential and sensitive matters
• Technologically capable and willing to learn
• Reliable and accountable
• Able to work independently while being a strong team player
• Comfortable working with demanding attorneys, clients, courts, and opposing counsel
• Someone who takes pride in producing accurate, polished work