Office Assistant

We have partnered with a large, national Law firm to assist the Office Manager at their Melville, NY (Long Island) location

This is a full-time, in-office position.

In accordance with New York regulations, the hourly compensation range for this role is $27–$31 (9-6) per hour, depending on relevant education and experience. 

Key Responsibilities

Administrative & Practice Support

• Support Attorney Practice Coordinators with document preparation, including assembling notebooks and binders

• Print, scan, and copy documents as needed

• Coordinate courier services and prepare outgoing mail, FedEx, and deliveries

• Process and distribute incoming mail and packages

• Maintain litigation files (electronic and physical), including organizing and updating binders

• Track information and maintain logs for special projects

• Assist with invoice coding and processing

• Perform general clerical duties and assist with overall office maintenance

Office & Event Support

• Assist the Office Administrator with internal events, marketing initiatives, and special events

• Coordinate vendors and service providers

• Act as liaison with building management for maintenance issues (e.g., temperature, lighting, janitorial services) and track resolutions

• Coordinate with third-party cleaning services

Reception & Guest Services

• Greet visitors and notify appropriate personnel

• Provide hospitality services and assist with conference room and workstation setup

• Maintain visitor logs in firm software and ensure compliance with security protocols

• Assist with badge administration and Verkada pass support

Conference & Technology Coordination

• Manage conference room reservations and calendars

• Coordinate technology needs, including Zoom equipment, presentations, and A/V support

• Arrange catering, including placing orders, setup, and cleanup

Office Maintenance & Supplies

• Maintain café/kitchen and office supply inventory; place supply orders as needed

• Ensure cleanliness and organization of common areas, including reception, conference rooms, and café spaces

• Operate and maintain standard office equipment

Additional Duties

• Keep the Office Administrator informed of issues and operational concerns

• Perform other duties as assigned

Qualifications

• High school diploma required; associate or bachelor’s degree preferred

• Minimum of 3 years of experience in a law firm or professional office environment

• Strong working knowledge of Microsoft Word, Excel, and Outlook

• Ability to organize, prioritize, and manage multiple tasks under tight deadlines

• Strong written and verbal communication skills with a professional demeanor

• Ability to work independently, demonstrate initiative, and complete tasks with minimal supervision

• Comfortable performing high-volume clerical work requiring sustained focus and attention to detail

• Ability to operate and maintain office equipment (printers, copiers, laptops, telephones)

• Flexibility to work occasional irregular hours and more than 40 hours per week as needed

• Ability to lift and distribute files or supplies up to 12 pounds and reach shelves up to 8 feet high

• Professional, courteous, and collaborative approach when working with attorneys and staff