Job Description

Marketing & BD Administrative Assistant is needed at a top NY law firm.

2–4 years of administrative, operations, or coordination experience in marketing, business development, or professional services.

Experience in a legal preferred

Job Relationships

Reports to the Manager of Legal Executive Assistant and Paralegal Services, with supervisory input from the Marketing & Business Development directors and Chief Marketing Officer. Serves as a liaison between internal stakeholders, external vendors, and administrative staff, operating under the direction of department leadership.

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/V
• Coordinate virtual meetings (Zoom, Teams, WebEx)
• 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 data

CRM & Data Management

• Provide support in maintaining and updating CRM systems (e.g., InterAction), 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., InterAction, 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

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