Law Firm Department Assistant/Office Assistant

About the Firm

Becker is a diverse, multi-practice, commercial law firm with international affiliates and offices in Florida, New York, New Jersey, and Washington, DC. Since 1973, we have focused on building a collaborative, creative, and growth-oriented culture while delivering client-focused services that exceed expectations. Becker has been recognized in the inaugural list of The Best Companies to Work for Among U.S. Law Firms by U.S. News & World Report for 2024, 2025, and 2026.

We offer a comprehensive benefits package including employer-paid benefits, mental health coverage, and a 401k match. Employee health and safety are prioritized through committees such as the Wellness Committee and the Mental Health and Well-Being Committee. Every incoming employee receives individualized training to ensure proficiency in Becker’s above-industry-standard software and their role.

About the Role

We are seeking a highly organized and proactive Administrative Assistant to join the Community Association team. The ideal candidate will excel in a professional, team-oriented, and fast-paced environment, demonstrating excellent communication skills and meticulous attention to detail. This role provides administrative support to the community association practice group’s legal assistants, paralegals, attorneys, and office manager, as well as managing day-to-day office operations.

Responsibilities

Departmental Administrative (DA) Duties

• Prepares conflict information for submission.
• Prepares retainer agreements for final review.
• Maintains files and records, including file opening and closing, according to departmental policies and procedures.
• Enters and maintains client contact information in the client database according to departmental policies and procedures.
• Assists with general clerical and secretarial duties, such as assembling packages and correspondence.
• Assists with month-end billing processes.
• Acts as the point person between their regional office and the marketing department, including planning, organizing, and representing the firm at events such as seminars, trade shows, educational workshops, and webinars.

Office Services (OS) Duties

• Processes incoming and outgoing mail, including interoffice and special delivery packages (e.g., FedEx).
• Assists with scanning, printing, and copying needs.
• Provides mid-level IT support.
• Maintains and restocks office and kitchen supplies.
• Maintains conference rooms, including meeting setup and cleanup.
• Greets office visitors, escorts them to conference rooms, and offers beverages such as coffee, water, and soda.
• Coordinates office food orders for delivery or pickup for meetings.
• Assists the Office Manager with office events, such as luncheons and holiday parties.
• Performs any other duties as required.

Requirements

• High School Diploma required; Associate degree preferred.
• Minimum of two years of related experience in a law firm or corporate legal department environment.

Skills

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to organize files and workflow.
• Proficient with Microsoft Office Suite or related software.
• Familiarity with iManage, File Site, and Aderant (preferred).

Benefits

• Comprehensive benefits package including employer-paid benefits.
• Mental health coverage.
• 401k match.
• Individualized training for new employees.
• Committees dedicated to employee wellness and mental health.