Administrative Assistant

Job Description

POSITION: Administrative Assistant

DEPARTMENT: Legal Referral Service

POSITION REPORTS TO: Executive Director, Legal Referral Service

LOCATION: Remote

FLSA STATUS: Non-exempt

The New York City Bar Association (City Bar), founded in 1870, is a voluntary association of lawyers and law students.  The City Bar’s mission is to equip and mobilize a diverse legal profession to practice with excellence, promote reform of the law, and uphold the rule of law and access to justice in support of a fair society and the public interest in our community, our nation, and throughout the world.

JOB FUNCTION

We are seeking a highly motivated and organized individual to join our team as a full-time (35 hours/week) LRS Administrative Assistant. This role will primarily report to the LRS Executive Director and, as needed, support the LRS Associate Director of Operations. The Administrative Assistant will play a key role in supporting the organization’s leadership with coordination, communications, outreach, and administrative functions that are essential to the smooth operation of the organization. The ideal candidate will be highly detail-oriented, possess strong writing and proofreading skills, and be comfortable managing multiple priorities.

Areas of responsibility include, but are not limited to:

• Provide direct administrative support to the LRS Executive Director and, as needed, the LRS Associate Director of Operations.
• Coordinate committee meetings, including scheduling, collecting RSVPs to ensure quorum, preparing and circulating agendas, reviewing and distributing meeting minutes, and managing follow-up items.
• Assist with internal staff coordination, including scheduling check-ins, meetings, and other leadership-led discussions.
• Draft, review, proofread, and manage internal and external correspondence on behalf of the LRS Executive Director, ensuring clarity, professionalism, and accuracy.
• Support hiring and recruitment efforts by scheduling interviews, coordinating candidate communications, and administering technology-based assessments.
• Assist with panel member recruitment and membership efforts, including managing applications and scheduling interviews.
• Support organizational outreach efforts by preparing and sending informational materials to courts, public offices (including elected officials), and other partner organizations to promote awareness of the services provided by the organization.
• Maintain outreach contact lists and assist with tracking outreach communications and follow-up.
• Respond to general inquiries via email and phone.
• Effectively utilize Office 365 products, including Outlook, Word, Excel, and SharePoint, and quickly learn internal systems and databases.
• Provide general administrative and operational support as needed to ensure efficient day-to-day operations.

QUALIFICATIONS, SKILLS AND REQUIREMENTS

• Associate level degree or higher, or equivalent experience.
• Minimum 1+ years related experience.
• Previous experience in a legal, membership management, or customer service role is preferred.
• Strong computer literacy, including moderate proficiency in Office 365 products.
• Experience with SharePoint is a plus.
• Quick learner with the ability to adapt to new software systems.
• Excellent customer service.
• Excellent verbal and written communication skills.
• Highly organized and detail oriented.
• Ability to handle multiple tasks and prioritize effectively.
• Strong problem-solving skills and a proactive approach to challenges.
• Can successfully work collaboratively as part of a team as well as independently.

Candidates must be authorized to work in the United States. We are not able to sponsor visas for this position.

The annualized salary for this role is in the $50,000 - $52,500 range based on experience for a 35-hour work week, plus additional pay for hours worked over 35 each week. We provide a competitive benefits package including generous paid time off (vacation, personal, sick time, holidays including closing between Christmas and New Year’s day this year, day off for volunteer work, extra time off in summer), choice of medical plans (some offered at almost no charge to the employee), dental, vision, 401K, life insurance, commuter benefits program, Employee Assistance Program, short-term/long-term disability insurance, employee discounts, and more!

To apply: It is suggested that qualified applicants include a cover letter, to explain why you are interested in the position when applying along with your resume.  Applications will be considered when received until a qualified candidate is hired.

We actively seek a diverse applicant pool and encourage candidates of all backgrounds and unique experiences to apply. We welcome diversity of all kinds. It is the policy of the City Bar to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, age, national origin, alienage or citizenship status, gender (including gender identity), sexual orientation, disability, arrest or conviction record, pregnancy, credit history, salary history, caregiver status, marital status, partnership status, or status as a victim of domestic violence, stalking and sex offenses, religion, sex, genetic information, military status, unemployment status or any other characteristic as protected by law. With regard to the Americans with Disabilities Act and other related laws, the organization will endeavor to make reasonable accommodations for persons due to their religious beliefs, disability, pregnancy, childbirth or related medical condition or because the individual was a victim of domestic violence, sexual violence or stalking.