Administrative Coordinator 25-00701 - Vertex Global Solutions

New York, NY 10016

About the Job

Our renowned international law firm client, known for their exceptional legal talent and results, has an immediate need for an Administrative Coordinator. They offer a collaborative environment that values innovation, excellence, and professional growth.

Position: Administrative Coordinator
Salary up to 80K
Location: New York, NY
Position: Permanent | Full time | 9:30-5:30 3 days in office - 2 days remote
Department: Administration
Reports to: Director of Legal Support

Job Summary:
We are seeking a proactive and detail-oriented Administrative Coordinator to provide comprehensive administrative support to the Director of Legal Support. The successful candidate will assist in overseeing daily operations in the areas of Reception, Hospitality, and other administrative functions. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.
Key Responsibilities:

Administrative Support: Assist the Director of Legal Support with a variety of administrative tasks, including scheduling, filing, document management, and preparing correspondence.
Meeting and Event Coordination: Assist with the preparation and coordination of firm meetings, client events, and internal gatherings. Handle logistics such as booking meeting rooms, arranging audio/visual equipment, and coordinating catering needs.
Vendor Liaison: Act as the point of contact for vendors providing office services, including cleaning, maintenance, catering, and office supplies. Ensure timely and effective communication with these vendors to meet office requirements.
Office Supplies and Equipment Management: Track and maintain office supplies inventory. Place orders for supplies and ensure the office equipment is operational and well-maintained.
Travel Coordination: Assist with travel arrangements for attorneys and staff, including booking flights, hotel accommodations, and transportation.
General Administrative Assistance: Perform a variety of other administrative duties as required, including managing special projects, assisting with firm-wide communications, and supporting other administrative functions.

Qualifications:

Minimum of 2 years of experience in an administrative role, preferably within a legal or professional services environment.
Strong organizational skills and the ability to manage multiple tasks simultaneously.
Excellent interpersonal and communication skills, both written and verbal.
Ability to work independently and as part of a collaborative team.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment and software.
Detail-oriented with excellent time management skills.
Professional demeanor and ability to interact with senior-level staff, clients, and external vendors.
Ability to handle confidential information with discretion and maintain a high level of professionalism.
Positive, proactive attitude with a strong focus on customer service and teamwork.

Preferred Qualifications:

Previous experience in a law firm or legal environment is a plus.
Experience coordinating events and meetings, including catering and venue management.
Knowledge of office management software and systems.
Office is state of the art, cutting edge.
Be part of a world-class legal team known for its innovative approach and commitment to excellence.
Competitive salary and comprehensive benefits package, including health insurance, retirement plans, and generous paid time off.
Onsight barista, free coffee house coffee (all day), 3 bonuses a year, casual attire.
A supportive and collaborative team culture that encourages professional development.

Source : Vertex Global Solutions