Firm Administrator

Firm Administrator/Paralegal

Rochester, NY

JK Executive Strategies is proud to partner with a dynamic boutique civil litigation firm in search of a Firm Administrator/Paralegal to join its team!

The Firm Administrator/Paralegal will serve as a key operational and legal partner to its attorneys. This is a unique opportunity for an experienced legal professional who enjoys both the business operations of a law firm and substantive litigation work. The Firm Administrator/Paralegal will have primary responsibility for overseeing the day-to-day administrative operations of the firm while also supporting attorneys and clients on active litigation matters.

The successful candidate will be highly organized, intellectually curious, proactive and comfortable exercising independent judgment. This individual will be trusted to identify issues, evaluate potential solutions and make day-to-day operational decisions on behalf of the firm within established parameters.

Responsibilities

• Oversee the day-to-day administrative and operational functions of the firm, ensuring the office runs efficiently and attorneys can remain focused on client matters.
• Manage accounts payable, accounts receivable, client billing, collections, expenses, and other financial administration using QuickBooks.
• Manage vendors, facilities, office technology, supplies, and other operational needs, independently resolving routine issues as they arise.
• Evaluate existing administrative systems and workflows and recommend and implement improvements to increase efficiency.
• Serve as a primary point of contact for clients, assisting with intake, payments, scheduling, and other needs while providing a professional client experience.
• Manage calendars, deadlines, conflict checks, correspondence, and other day-to-day administrative priorities.
• Draft pleadings, motions, discovery materials, correspondence, and other legal documents for attorney review.
• Manage electronic filings in New York State and federal courts and ensure compliance with applicable deadlines and court requirements.
• Assist with discovery, document management, case preparation, and client communication.
• Support attorneys in connection with depositions, hearings, and trials.
• Take on increasing substantive and billable paralegal responsibilities as experience and capabilities develop.

Requirements

• Bachelor’s degree required; Paralegal Studies Certificate preferred.
• 6 years of legal experience, ideally within civil litigation.
• Strong understanding of litigation procedures, court rules, legal documents, and electronic filing, including NYSCEF.
• Experience with legal drafting and the ability to produce accurate, detail-oriented work.
• Working knowledge of QuickBooks, client billing, AP/AR, and basic accounting principles.
• Strong proficiency with Microsoft Office, Adobe Acrobat, Outlook, and other office technology; comfort utilizing legal research and AI tools.
• Excellent written and verbal communication, critical-thinking, organizational, and problem-solving skills.
• Highly self-directed and comfortable managing competing priorities, making decisions, and taking ownership of responsibilities.
• Ability to work independently while collaborating effectively with attorneys and contributing ideas and solutions.

Salary Range

• $70k-$75k

JK Executive Strategies is an Equal Opportunity Employer. It is the policy of JK Executive Strategies to provide equal opportunity in employment and conditions of employment to all individuals regardless of age, race, color, religious beliefs, national origin, sexual orientation, gender identity, sex, veteran or military status, disability, pregnancy-related condition, predisposing genetic characteristics, genetic information, marital status, familial status, prior arrest, domestic violence victim status, non-job related convictions, participation in lawful activities outside of our workplace, or any other status protected by law.