Job Title: Administrative Assistant - Legal and Compliance
We are seeking a highly organized and proactive Administrative Assistant to support our Legal and Compliance team. This role involves a mix of general and legal administrative duties, invoice management, and compliance-related functions as needed. The ideal candidate will be detail-oriented, reliable, and capable of managing multiple priorities in a fast-paced environment.
Key Responsibilities
- Provide comprehensive administrative support including calendar management, phone coverage, and document filing (both paper and electronic)
- Maintain and manage legal databases, document repositories, and reporting tools
- Oversee invoice and billing processes, including coordination with external legal billing teams and internal approval workflows
- Track and update attorney bar admissions and compliance requirements
- Coordinate travel arrangements and prepare detailed itineraries
- Prepare and submit expense reports for the Legal and Compliance department
- Assist in planning and executing team meetings, events, and offsites
- Provide reception coverage as needed; regular backup support for front desk (onsite coverage 7:30 AM - 5:00 PM, Monday-Friday)
Qualifications & Requirements
- Minimum of 3 years of administrative experience, ideally within a legal, compliance, or financial services environment
- Bachelor's degree (BA/BS) strongly preferred, with a record of strong academic performance
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Outstanding attention to detail and a high level of risk and confidentiality awareness
- Strong communication skills-both written and verbal
- Exceptional organizational and time-management skills, with the ability to prioritize and meet deadlines
- Professional demeanor with a proactive, team-oriented attitude