Administrative Assistant, Legal
7 days ago
Scarsdale
Job DescriptionAdministrative Assistant (Litigation Support)Job Type: Temp-to-Hire Pay Rate: $28.50/hour (temp) | $60,000 annually (permanent) Location: Scarsdale, NY | On-site (Monday-Friday, 9:00am-5:00pm) Start Date: Immediate Job OverviewMadison Approach Staffing is recruiting for an Administrative Assistant to join our client's boutique litigation law practice. Our client is a small, collegial litigation firm seeking a highly organized and detail-oriented professional to provide comprehensive administrative support. This role does NOT require prior legal experience, but does require proven administrative experience and a strong willingness to learn. The ideal candidate will excel at calendar management, possess exceptional communication skills, and thrive in a fast-paced environment where attention to detail is paramount. This position serves as the backbone of daily operations, managing critical court schedules, client communications, file organization, and office administration. This is an immediate-start temp-to-hire opportunity offering the chance to become a permanent member of a professional legal team. Key ResponsibilitiesCalendar Management (Critical Priority) • Manage and coordinate complex court schedules for both attorneys, ensuring all court appearances, hearings, depositions, and deadlines are accurately tracked and prioritized, • Flag scheduling conflicts proactively and work with attorneys to resolve conflicts before they become problematic, • Optimize attorney schedules for efficiency, particularly for frequent travel to New York City courts, considering travel time and court locations, • Monitor and track all case deadlines, filing dates, statute of limitations, and court-imposed deadlines with precision, • Schedule client meetings, consultations, and conference calls while managing attorney availability, • Coordinate with court clerks and court personnel to confirm hearing dates, reschedule appearances when necessary, and stay informed of court calendar changesClient and Court Communication, • Serve as the first point of contact for clients, providing professional and courteous service via phone, email, and in-person interactions, • Communicate with clients regarding case updates, scheduling matters, and document requests with professionalism and discretion, • Interact with court staff, clerks, and other legal professionals to coordinate filings, obtain information, and confirm court dates, • Draft formal letters and emails on behalf of attorneys using proper business correspondence format and professional tone, • Prepare client correspondence including engagement letters, status updates, and case-related communications, • Handle client inquiries professionally and route urgent matters to appropriate attorney promptlyDocument and File Management, • Organize, maintain, and manage both paper and electronic case files with meticulous attention to detail, • Implement and maintain efficient filing systems ensuring all documents are properly categorized, labeled, and easily retrievable, • Scan, file, and organize case documents, pleadings, correspondence, and court filings, • Maintain confidentiality and security of all sensitive client information and case materials, • Prepare documents for filing with courts and ensure all filing requirements are met, • Track and organize incoming mail, legal documents, and court notices, • Create and maintain case file indexes and document logsCourt-Related Duties, • Occasionally deliver time-sensitive documents, pleadings, and filings to courthouses in New York City and surrounding areas (own transportation preferred), • Coordinate e-filing of court documents when applicable, • Obtain court-stamped copies of filed documents and maintain filing records, • Monitor court dockets and case management systems for updates and new filingsGeneral Office Administration, • Answer multi-line phone system professionally and route calls appropriately, • Manage office supplies, equipment, and ensure smooth day-to-day operations, • Greet clients and visitors professionally and ensure comfortable waiting area, • Coordinate attorney travel arrangements when required, • Perform other administrative duties as assigned to support the legal teamRequired Skills & Experience, • Administrative Experience: Minimum 2-3 years of professional administrative experience in any industry; legal experience is NOT required, • Calendar Management: Proven experience managing complex, multi-person calendars with competing priorities and tight deadlines, • Communication Skills: Exceptional written and verbal communication skills with ability to draft formal, professional correspondence, • Organization: Highly organized with meticulous attention to detail and ability to maintain accurate records and filing systems, • Fast Learner: Quick learner with ability to absorb new information, adapt to legal terminology, and master new processes efficiently, • Computer Proficiency: Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn case management software, • Time Management: Excellent time management skills with ability to prioritize tasks and meet strict deadlines, • Professional Demeanor: Professional presentation and demeanor when interacting with clients, court personnel, and legal professionals, • Reliability: Dependable with excellent attendance record and ability to work independently with minimal supervision, • Discretion: High level of professionalism and ability to handle confidential information with appropriate discretion, • Problem-Solving: Proactive problem-solver who can identify issues and propose solutions before they escalate, • Flexibility: Adaptable and willing to take on varied tasks in a small office environment where everyone contributes to firm successPreferred Skills & Experience, • Valid driver's license and own reliable transportation for occasional document deliveries to NYC courthouses, • Previous experience in legal, professional services, or client-facing administrative environment, • Familiarity with legal terminology, court procedures, and legal document formats (not required but helpful), • Experience with electronic filing systems (NYSCEF or other e-filing platforms), • Experience managing calendars in fast-paced, deadline-driven environments, • Associate degree or coursework in Legal Studies, Paralegal Studies, or Business Administration, • Experience with document management systems or case management software, • Strong proofreading and editing skills with keen eye for errors, • Customer service background with demonstrated client relationship skillsWork Schedule & Benefits, • Full-time position: Monday through Friday, 9:00am - 5:00pm, • On-site position in Scarsdale, NY, • Temp-to-hire opportunity: Start as temporary employee at $28.50/hour with transition to permanent employment at $60,000 annually upon successful completion of trial period, • Small, collegial firm environment offering close collaboration and opportunity to learn litigation practice, • Professional development opportunity to gain legal industry knowledge and skills, • Benefits package available upon conversion to permanent employee, • Immediate start date available for qualified candidates, • Opportunity to become integral member of small, professional legal teamAbout This OpportunityThis position offers a unique opportunity to join a small litigation practice where your contributions will be immediately visible and valued. You'll work directly with two experienced attorneys in a collaborative environment where you'll gain exposure to all aspects of litigation practice. While legal experience is not required, this role offers excellent professional development for someone eager to learn about the legal field. The firm values reliability, attention to detail, and proactive problem-solving, and offers the chance to grow with the practice as a permanent team member.To Apply: Please submit your resume to Madison Approach Staffing. This position requires immediate availability. Only qualified candidates will be contacted for interview consideration.