<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>
<p>We are seeking a proactive and detail-oriented Executive Assistant to provide high-level administrative support to our executive leadership team. In this role, you will act as a reliable partner to ensure efficient day-to-day operations while managing schedules, communications, and project coordination. The ideal candidate will possess exceptional organizational, communication, and problem-solving skills, as well as the ability to handle multiple priorities in a fast-paced environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ol><li><strong>Calendar Management:</strong> Manage and coordinate executive calendars, including scheduling meetings, appointments, and events while anticipating scheduling conflicts.</li><li><strong>Communication Support:</strong> Act as the primary point of contact for internal and external communications, including emails, phone calls, and inquiries.</li><li><strong>Travel Coordination:</strong> Arrange domestic and international travel, including flights, accommodations, and itineraries, while ensuring compliance with company policies and cost efficiency.</li><li><strong>Meeting and Event Support:</strong> Prepare meeting agendas, organize materials, record minutes, and ensure follow-ups are carried out. Support planning and execution of company events and functions.</li><li><strong>Project Assistance:</strong> Provide administrative support for cross-functional business initiatives, help with workflow automation efforts, and contribute to process improvement projects.</li><li><strong>Document Preparation:</strong> Draft, edit, and proof correspondence, reports, presentations, and other materials as required.</li><li><strong>Confidentiality:</strong> Manage sensitive and confidential information with discretion and professionalism.</li><li><strong>General Office Duties:</strong> Coordinate office supplies, assist with expense reporting, and perform other administrative tasks as needed to support the executive team.</li></ol><p><br></p>
