100% fashion Staff with care

Freelance Admin Assistant, Legal

New York, NY 10022

Posted: 09/12/2018 Job Category: Administrative/Reception Job Number: 100859

Job Title: Freelance Admin Assistant for Legal Department

Location: New York, NY

Start: ASAP

End: until perm candidate is identified


This position will provide general support to real estate functions and administrative support to a Senior Vice President of Real Estate & Associate General Counsel and at least 2 other individuals focused on real estate and legal work.  The position will be based in NYC.



·         Provide general administrative support including filing, scanning, copying, faxing, & distributing mail

·         Create & maintain all legal filing systems, legal file index, and all computer files

·         Screen incoming calls and correspondence and respond independently when possible

·         Schedule calls and meetings and communicate with senior management with discretion and promptness

·         Organize office operations and procedures

·         Track incoming legal documentation

·         Draft form documents and cover letters, handle word processing and run redlines as directed

·         Process and reconcile travel and expense reports/timesheets

·         Coordinate and arrange internal and external meetings, prepare agendas and assemble meeting materials, reserve and prepare facilities and record minutes of meetings

·         Determine travel dates and destinations, modes of transportation, and relevant costs

·         Assist with document delivery, and assemble all documents for execution by internal and external counterparts

·         Maintain office supply and equipment inventories

·         Update department reports and database systems and create a variety of reports in specified formats

·         Maintain internal and external communication and workflow

·         Exercise independent problem-solving techniques to resolve administrative problems

·         Other duties as assigned.



•    BS/BA degree required.

•    Minimum of three years’ experience in office administration; or equivalent combination of education and experience

•    Prior experience in a legal environment strongly preferred

•    Outstanding communication (both written and verbal) and professional phone demeanor

•    Ability to type at least 55 WPM

•    Knowledge of organizational policies, procedures, and office management techniques

•    Strong knowledge of computer systems and applications with high level of proficiency in Microsoft Word (including track changes), DeltaView, Excel, & PowerPoint

•    Ability to apply policies and procedures to solve everyday issues and strong follow-through skills

•    Strong ability to multi-task, exercise initiative, problem-solving, and decision-making skills

•    Ability to establish priorities and coordinate work activities

•    Ability to work in conjunction with all levels of the organization

•    Ability to solve practical problems and deal with a variety of concrete variables in different situations

•    Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form

•    Must have a strong sense of ownership, teamwork, responsibility and initiative#

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