Position Overview

Hours: Approximately 20 hours per week

Schedule: Flexible; in-office presence required

Compensation: $28–$35 per hour, depending on experience. Candidates with prior law office, professional services, office management, or operations experience may be considered at the higher end of the range.

We are a boutique immigration law firm located in Midtown Manhattan seeking a part-time Administrative Assistant to support the day-to-day operations of our office. This role includes responsibilities across office administration, scheduling, facilities coordination, vendor communication, document management, event support, and general operational support.

Our firm is guided by a commitment to doing things right, following through, and communicating clearly and directly. We are looking for someone who shares these values: a person who is detail-oriented, dependable, organized, discreet, and professional in all communications.

The ideal candidate will be comfortable managing both recurring administrative tasks and the daily needs of a busy professional office environment.

Qualifications

Prior administrative, office assistant, office coordinator, or professional services experience preferred.
Strong organizational skills and attention to detail.
Clear, professional written and verbal communication.
Ability to handle confidential information with discretion.
Dependable, proactive, and comfortable following through on tasks independently.
Comfortable working in a small office environment and assisting with a broad range of administrative needs.
Proficiency with common office technology, including email, scanning, document management, and basic software platforms.

Responsibilities

OFFICE & FACILITIES MANAGEMENT

Mail & Document Management

Organize, sort, and scan incoming mail.
Scan case files and other firm documents as needed.
Create FedEx/UPS shipping labels and make drop-offs at shipping locations as needed.
Coordinate and oversee document shredding.

Vendor & Facilities Coordination

Serve as the primary point of contact for office space maintenance issues.
Coordinate with building management and vendors, including IT support, designers, copy services, contractors, and other service providers.

Supplies & Inventory

Monitor and order office supplies as needed.
Keep office supplies, shared spaces, and storage areas organized.

OPERATIONS SUPPORT

Maintain and update firm data in Ninety, the firm’s management platform.
Support the preparation and distribution of the firm’s company newsletter.
Oversee listserv distributions to staff.
Assist with administrative projects and operational follow-up as needed.

EVENT & MEETING SUPPORT

Assist with planning and coordinating office events and meetings, including setup and breakdown.
Manage client and staff gift procurement.
Provide administrative support for networking events and presentations, including printing, copies, presentation materials, and related logistics.

FINANCE & COMPLIANCE SUPPORT

Assist the Partners with annual sourcing and renewal of company benefits programs.
Assist the Partners with annual sourcing and renewal of the firm’s insurance policies.
Support 401(k) and benefit plan administration as needed.

GENERAL OFFICE UPKEEP

Help maintain a neat, organized, and professional office environment.
Perform light office upkeep, including plant maintenance and light tidying of shared spaces.

Please include a resume, and a cover letter that addresses your related work experience and expands on how you interpret our firm’s core values. Please do not contact the firm outside of this platform (via email or phone call) unless otherwise requested.

DEBELLIS AVIV PARDINI LLP

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