Law Firm Administrative Assistant (Marketing & Business Development)

Key Responsibilities: Administrative & Operational Support Provide day-to-day administrative support to the Marketing & Business Development team and leadership Assist in managing scheduling for team meetings, events, and department activities, including logistics, catering, and A/VCoordinate virtual meetings (Zoom, Teams, Web Ex)Prepare, format, proofread, and edit presentations, reports, and correspondence Maintain organized records, files, and departmental documentation Coordinate travel arrangements and itineraries Support onboarding logistics and general administrative needs Manage the department’s vacation schedule and provide support to leadership in ensuring appropriate coverage in teams Event & Marketing Coordination Assist in coordinating logistics and execution of marketing and business development events, conferences, and client programs Support event registrations, materials preparation, vendor coordination, and on-site logistics Assist with client gifting and related coordination Support internal initiatives, including merchandise and promotional programs Financial & Budget Support Assist with budget tracking, expense coordination, and reconciliation activities Process invoices and support timely submission and approvals Assist in reconciling credit card expenses and vendor invoices Support monthly and ad hoc financial reporting with accurate dataCRM & Data Management Provide support in maintaining and updating CRM systems (e.g., Inter Action), including contacts, activities, and mailing lists Assist in tracking business development activities, media mentions, and client engagement Support the preparation of regular and ad hoc reports Vendor & Contract Coordination Assist with contract submissions, tracking, and approvals through contract management systems Liaise with vendors on logistics, billing, and deliverables Maintain organized records of contracts and agreements Project & Team Coordination Support project tracking tools (e.g., Asana) to help ensure tasks are current and accurate Assist in coordinating team meetings, agendas, and follow-ups Maintain departmental resources, including organizational charts and directories Support special projects and ad hoc requests as needed Qualifications Education Bachelor’s degree preferred; equivalent experience considered Experience 2–4 years of administrative, operations, or coordination experience in marketing, business development, or professional services Experience in a legal or professional services environment preferred Demonstrated ability to support multiple stakeholders and manage competing priorities Skills &

Competencies: Strong organizational and coordination skills with the ability to manage multiple priorities in a fast-paced environment Proficiency in Microsoft Office, particularly Excel (formulas, formatting, and reporting)Strong powerpoint skills, with a keen interest in visual storytelling Experience with CRM and financial systems (e.g., Inter Action, Chrome River) preferred; ability to learn new tools quickly Excellent written and verbal communication skills Strong interpersonal and stakeholder support skills High level of professionalism, discretion, and confidentiality Detail-oriented with strong accuracy and follow-through Proactive, resourceful, and able to perform effectively under pressure