Office Administrator and Legal Secretary

Job Title: Office Administrator and Legal Secretary

Location: New York, NY

Employment Type: Full-Time / Non-Exempt

Compensation: $34/hour

Estimated Annual Salary: Approximately $61,880/year

Start Date: December 2026

Reports To: Office Manager

Work Arrangement: On-site with the option to work remotely one day per week

Language Requirements

Japanese: Expert-level proficiency required

English: Business-level proficiency or higher

Position Overview

A Japanese law firm in New York City is seeking an Office Administrator and Legal Secretary to support its attorneys and day-to-day office operations.

The ideal candidate will be highly organized, detail-oriented, patient, and capable of working effectively with a variety of personalities in a team environment. This position requires discretion, professionalism, and the ability to manage multiple responsibilities in a fast-paced, international legal environment.

The responsibilities listed below represent potential areas of support. The successful candidate will not necessarily be responsible for all duties listed.

Key Responsibilities

Legal & Secretarial Support

• Provide scheduling and administrative support to attorneys.
• Prepare, format, proofread, copy, and organize documents and files.
• Handle correspondence with clients, vendors, and internal stakeholders and provide appropriate follow-up.
• Maintain and update relevant internal databases.
• Answer incoming telephone calls, greet visitors, and assist with client interactions in a professional manner.
  
  

Administrative & Office Support

• Assist with general day-to-day office operations.
• Coordinate with building management, outside vendors, and other relevant parties as needed.
• Order and maintain office supplies and equipment.
• Handle shipping, receiving, mail, and package distribution.
• Coordinate business travel, including flights, hotels, and itineraries.
• Assist with business meetings, client visits, lunches/dinners, courtesy visits, and company-sponsored events.
• Provide other general administrative support as needed.
  
  

HR-Related Support

• Assist with employee attendance tracking.
• Coordinate with the organization's payroll agency.
• Provide other administrative support related to HR matters as needed.
  
  

Accounting & Financial Support

• Process expense reimbursements and vendor payments.
• Assist with invoicing, payment tracking, and follow-up on outstanding balances.
• Maintain bookkeeping records and assist with financial reports as needed.
  
  

Marketing, Business Development & Events

• Assist with marketing materials, presentations, and promotional content.
• Maintain and update internal databases.
• Coordinate seminars, conferences, and client outreach activities.
• Work with outside vendors to support timely execution of events and marketing activities.
  
  

Communication & International Coordination

• Coordinate and communicate with international offices, including offices in Japan.
• Communicate professionally with vendors, clients, professional firms, and internal personnel across multiple locations.
• Support cross-border collaboration and maintain organized records of communications.
  
  

Qualifications

• Bachelor's degree or equivalent relevant work experience in office administration, legal support, or a related field.
• Previous administrative or legal secretary experience preferred, particularly in a law firm or professional services environment.
• Strong Microsoft Office skills, including Word, Excel, Outlook, and PowerPoint.
• Strong organizational skills and attention to detail.
• Ability to communicate professionally and diplomatically with attorneys, staff, clients, and third parties.
• Ability to handle sensitive and confidential information appropriately.
• Ability to multitask, prioritize, and work independently.
• Familiarity with legal terminology and procedures is a plus.
  
  

Ideal Candidate

• Personable, professional, and able to work effectively with different personalities and interpersonal dynamics.
• Patient and comfortable handling detailed, routine, and sometimes repetitive administrative work.
• Dependable and able to follow through on tasks consistently.
• Flexible and comfortable working in an international and multicultural environment.
  
  

Working Hours

9:30 AM – 5:30 PM, Monday through Friday. Some flexibility may occasionally be required for international communications and events.

Compensation & Benefits

• $34/hour, Non-Exempt
• Estimated annual compensation: approximately $61,880
• Medical / Dental / Vision Insurance
• FSA
• 401(k) with 3% employer match
• Potential bonus
• Remote work available one day per week
  
  

Physical Requirements

The position involves prolonged periods of sitting and computer work, frequent walking, standing, and reaching, repetitive typing and document preparation, and occasional lifting of office supplies, files, or packages. Occasional business-related travel may also be required.

Note: This job description is intended to provide a general overview of potential duties and responsibilities and is not an exhaustive list. Responsibilities may change based on business needs. The position is at-will.