Administrative Assistant Location: New York, NY, United States Date Posted:Jan 22, 2025 The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws. If you are unable to complete your application, you may request a disability accommodation and submit your information through an alternative method by contacting the Human Resources Department via email- [email protected] . Description Join our dynamic legal team as an Administrative Assistant where you'll play a vital role in supporting critical legal operations. This position offers an exciting opportunity to work with both internal teams and external partners while managing essential administrative functions that keep our legal department running smoothly. This hybrid position is based in downtown Manhattan, offering a salary range of $68,000 - $72,000 per year plus a quarterly discretionary incentive award. Named one of the 50 best nonprofits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. We offer a competitive compensation package, including incentives. Eligible employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits. ESSENTIAL FUNCTIONS + Manage departmental administrative operations, including processing invoices, maintaining calendars, and coordinating document flow between internal teams and external partners. + Coordinate and track legal documentation, ensuring proper filing, organization, and timely submission of court documents and correspondence. + Handle confidential communications between the Legal Department, outside counsel, and regional offices. + Process and monitor department billing and expenses, including review and tracking of outside counsel invoices + Maintain deadline tracking systems for court filings, document production, and other time-sensitive matters. + Support matter management and contract management processes by facilitating submissions and maintaining documentation on matter/contract management platform. + Assist with document preparation, including drafting routine correspondence and form letters. + Assist with managing and reporting insurance claims, ensuring timely communication with insurers and proper documentation of claims and resolutions. + Offer board portal support, ensuring accurate upload and maintenance of documents and assisting with user access and troubleshooting. + Conduct basic case research, including gathering information from case management platform, public records, and other resources to support attorneys. + Coordinate and provide support for event logistics, including catering, scheduling, and coordinating meetings, conferences, education programs, and training sessions. + Support the AAA-ICDR Foundation administratively as needed, including organizing and tracking grantee agreements, managing Foundation Board Portal, and updating donor page on the Foundation website. + Maintain accurate records and create administrative reports as needed + Ensure confidentiality and adhere to information security policies. + Attend onsite meetings and training sessions. + Demonstrates regular, reliable, and predictable job attendance. REQUIRED SKILLS & EXPERIENCE + Associate's degree required, Bachelor's degree preferred + 3+ years of administrative experience in a legal environment + Exceptional organizational and time management capabilities + Strong proficiency in Microsoft Office Suite and legal software systems + Outstanding attention to detail and document preparation skills + Demonstrated ability to handle confidential information with discretion + Excellence in written and verbal communication The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.