Executive Secretaries and Administrative Assistants

Job Description

Job Description

We are looking for a skilled Administrative Assistant to join our team in Albany, New York. This is a project-based position where you will play a vital role in supporting various administrative functions, ensuring smooth operations and efficient workflows. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to manage multiple tasks effectively.

Responsibilities :

• Prepare, edit, and proofread documents, including legal and technical materials, ensuring accuracy and consistency.
• Organize and maintain both paper and electronic files, including initiating, closing, and archiving case files.
• Input data into the case management system for updates, calendar deadlines, and new case entries.
• Coordinate logistics for depositions, expert witness procurement, court reporters, and electronic and paper court filings.
• Utilize database systems such as Oracle-based and Paper Archive Management to manage information effectively.
• Assist in maintaining the bureau library, including updating reference materials.
• Handle the creation and distribution of bureau correspondence and other essential documentation.
• Schedule and manage meetings, video conferences, and conference calls to facilitate communication.
• Arrange travel plans, secure necessary approvals, and process travel reimbursements.
• Provide support to the Administrative Specialist, including onboarding and offboarding staff, managing ID badges, and maintaining bureau equipment and templates.
• High school diploma or equivalent education is required.
• Strong proficiency in document preparation, editing, and proofreading.
• Experience with data entry and case management systems, preferably NYMatters.
• Familiarity with Oracle-based systems and other database tools.
• Excellent organizational skills to manage files and schedules effectively.
• Ability to coordinate court-related logistics and adhere to deadlines.
• Strong communication skills for managing correspondence and scheduling.
• Knowledge of travel arrangements and reimbursement processes.