<p>Our client, a small law firm, is looking for a Legal Administrative Assistant to join their firm in Rochester, New York. Your contributions will play a vital role in ensuring the smooth operation of legal processes and client services within business law, estate planning, Medicaid planning, and real estate practice areas. </p><p><br></p><p><strong>Location: </strong>Rochester, NY </p><p><strong>Role: </strong>Legal Administrative Assistant</p><p><strong>Salary:</strong> $53,000 - $65,000 (depending on experience)</p><p><strong>Schedule: </strong>Hybrid (4 days in office, Fridays remote)</p><p><strong>Hours: </strong>Flexible (Can be 9-5, 7-3, 8-4, etc.)</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Draft, proofread, and format legal documents (wills, trusts, powers of attorney, business formation docs, real estate contracts, deeds, etc.)</li><li>Communicate professionally with clients.</li><li>Maintain organized client files (physical and digital) and ensure compliance with firm protocols</li><li>Assist with client intake, case tracking, and follow-up communications</li><li>Assist with real estate closings, prepare closing documentation, and liaise with title companies</li><li>Assist with Medicaid application preparation and documentation gathering</li><li>Maintain accurate timekeeping records for attorney billable hours</li><li>Generate and send client invoices; assist with billing cycle and accounts receivable follow-up</li><li>Perform basic bookkeeping functions, including recording expenses, reconciling accounts, and tracking trust account activity</li><li>Support calendar management, including appointments, deadlines, and court dates</li><li>Assist with legal research and case file organization as needed</li></ul>
An Executive Assistant is a valued administrative detail oriented who supports senior management and executive leadership. This role requires exceptional organizational skills, the ability to multitask, discretion, and strong communications expertise. Today’s executive assistants play a pivotal role in optimizing executive productivity, aligning classic support duties with modern technology-driven tasks and process improvement responsibilities. Many executive assistants are expected to navigate CRM systems, support workflow automation, and contribute to cross-functional initiatives to improve operational efficiency and the overall work experience. Key Responsibilities: Manage complex calendars, schedule meetings, and coordinate travel arrangements for senior executives. Prepare and edit correspondence, presentations, reports, and other documents with a high degree of accuracy and professionalism. Serve as a primary point of contact, proactively handling communications and screening inquiries or requests. Support process improvements and workflow automation initiatives across teams. Maintain confidentiality of sensitive information and exercise sound judgment. Facilitate cross-functional communication between departments and external partners. Organize and execute special projects, events, or meetings as assigned. Help manage priorities and respond swiftly to shifting business needs. Demonstrate digital fluency by leveraging CRM platforms and emerging technology tools. Provide exceptional customer service and ensure seamless operational support.
<p><strong>Hiring & Onboarding Support</strong></p><ul><li>Assist with posting job openings, scheduling interviews, preparing candidate materials, and organizing logistics.</li><li>Support new hire onboarding, including system setup, access requests, and required training coordination.</li><li>Maintain administrative access needs for staff as required.</li></ul><p><strong>General Administrative Support</strong></p><ul><li>Monitor email and other communications to ensure timely responses and follow-up.</li><li>Coordinate calendars, schedule meetings, and assist with planning and logistics.</li><li>Prepare, edit, and format documents, forms, presentations, and communications.</li><li>Submit and track purchasing needs and supply requests.</li><li>Submit maintenance or support requests as needed.</li><li>Coordinate registrations, travel arrangements, and logistics for staff attending meetings, trainings, or events.</li></ul><p><strong>Data & Information Management</strong></p><ul><li>Maintain spreadsheets and tracking systems for staff, programs, or service metrics.</li><li>Update student or client service records to ensure accurate allocation of services, caseload information, and other key data.</li><li>Manage workflow within internal request or service systems to support organization, tracking, and accuracy.</li><li>Track documentation and communication requirements for evaluations, follow-up actions, signatures, or compliance needs.</li><li>Process service records for timely billing or reporting.</li></ul><p><strong>Documentation & Resource Coordination</strong></p><ul><li>Maintain and update internal handbooks, guides, or reference documents.</li><li>Maintain content updates for internal websites or shared information platforms.</li><li>Create and assemble welcome packets, meeting folders, and other materials needed by staff or leadership.</li><li>Ensure documentation, records, and data are organized and compliant with internal standards.</li></ul><p><br></p>
We are looking for a detail-oriented Administrative Assistant to join our team in Rochester, New York. In this long-term contract position, you will play a vital role in supporting day-to-day operations and ensuring efficient office management. The ideal candidate will have excellent organizational skills and a proactive attitude, contributing to a positive and productive workplace.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to ensure smooth office operations.<br>• Answer and manage inbound calls with professionalism and efficiency.<br>• Perform accurate data entry tasks to maintain up-to-date records and databases.<br>• Handle receptionist duties, including greeting visitors and managing inquiries.<br>• Assist in composing and proofreading correspondence and official documents.<br>• Foster positive client relations by addressing concerns and providing timely support.<br>• Manage and update databases to ensure data integrity and accessibility.<br>• Coordinate and organize office activities, meetings, and schedules.<br>• Support team members with various administrative tasks as needed.
<p>Our client, a successful estate planning law firm, is seeking a Paralegal to join their team. The ideal candidate will support attorneys and work closely with clients throughout the probate and estate settlement process. </p><p><br></p><p><strong>Location: </strong>Pittsford, NY </p><p><strong>Salary: </strong>$75,000 - $95,000 (depending on experience)</p><p><strong>Schedule:</strong> In-Office M-F</p><p><br></p><p><strong>Responsibilities: </strong></p><ul><li>Assisting attorneys in the probate and administration of decedents’ estates, including administration of trusts.</li><li>Preparing documents and filing documents with Surrogate’s Court.</li><li>Meeting with clients both in person and on the phone, and you will be dealing with courts and various financial institutions on our clients’ behalf. </li><li>Assist in all phases of estate administration, including gathering asset information, preparing inventories, and tracking estate expenses.</li><li>Communicate with clients to collect necessary documents, provide case updates, and address routine inquiries.</li><li>Contact banks, brokerage firms, insurance companies, and other financial institutions to obtain account information, request asset valuations, and process transfers.</li><li>Draft correspondence, memoranda, waivers, consents, and other related estate documents.</li><li>Maintain organized case files, calendars, and deadlines to ensure timely filings and compliance with court requirements.</li><li>Coordinate with accountants, appraisers, and other third-party professionals as needed.</li><li>Provide general administrative support to the partner, including document management and scheduling.</li></ul>
We are looking for a highly organized and proactive Executive Assistant to join our team in Canandaigua, New York. In this long-term contract position, you will play a pivotal role in supporting executive-level operations through effective scheduling, travel coordination, and meeting facilitation. This role is ideal for someone with exceptional attention to detail and a proven ability to manage multiple priorities efficiently.<br><br>Responsibilities:<br>• Oversee and maintain executive calendars, ensuring all appointments and meetings are accurately scheduled.<br>• Arrange and coordinate comprehensive travel plans, including booking transportation and accommodations.<br>• Prepare materials and agendas for executive meetings, ensuring all necessary documents are readily available.<br>• Act as the primary point of contact for scheduling and travel-related inquiries.<br>• Manage communications on behalf of executives, responding promptly to requests and inquiries.<br>• Ensure all travel arrangements comply with organizational policies and budgets.<br>• Provide detailed itineraries and travel documentation to executives.<br>• Collaborate with internal teams to organize and execute high-level events and meetings.<br>• Utilize technology tools, including AI solutions, to streamline workflows and improve efficiency.<br>• Monitor and resolve scheduling conflicts, ensuring seamless operations.
