Legal & Administrative Assistant

Legal & Administrative Assistant

Discover Mintz Group

At Mintz Group, we specialize in uncovering the truth. For over 30 years, we have provided top-tier investigative services to help our clients make informed decisions, mitigate risks, and seize opportunities. Our services span background checks, executive diligence, asset tracing, and internal investigations, conducted by a dedicated team of over 250 investigators across 12 offices worldwide.

Why Join Us?

• Global Impact: Work with a firm that conducts over 10,000 investigations annually in more than 130 countries, making a significant impact on a global scale.

• Expert Team: Join a team of professionals who are leaders in the field, bringing together diverse expertise across industries.

• Growth Opportunities: Be part of a dynamic environment that offers continuous learning and career advancement opportunities.

• Innovative Culture: Thrive in a culture that encourages innovation, excellence, and collaboration, ensuring that we stay ahead in the industry.

Be part of a firm that is dedicated to delivering factual, reliable, and actionable intelligence, contributing to the success and security of our clients.

What’s This Job About?

We’re seeking a Legal & Administrative Assistant to provide high-level administrative and operational support to the Chief Legal Officer and other members of the legal department. This role ensures the seamless execution of legal processes, maintains confidentiality in handling sensitive information, and facilitates effective communication among Mintz Group professional staff.

Additionally, this position will provide administrative support to the Office Head of New York City and assist senior investigative staff in the New York office. The Legal & Administrative Assistant will also serve as a backup receptionist when needed.

By expertly managing legal documentation, conflict checks, and engagement agreements, this role plays a key part in optimizing the efficiency of the legal department while upholding compliance and best practices.

What Are Your Key Responsibilities?

Legal Department Support

• Assist the Chief Legal Officer and legal team in managing daily operations, including:
   
  1. Conducting conflict checks for new matters and ensuring accurate documentation and recordkeeping.
  2. Maintaining professional licensing compliance and coordinating renewals across all Mintz Group offices.
  3. Managing director and officer rosters across global Mintz Group entities, ensuring timely updates and accuracy.
  4. Liaising with international service providers regarding compliance filings, legal matters, and corporate governance requirements.
  5. Drafting, reviewing, and updating legal templates, engagement agreements, NDAs, and other standardized documents.
  6. Assisting with entity management, including maintaining corporate records and supporting subsidiary compliance tasks.
  7. Preparing and organizing materials for board meetings and maintaining minutes as needed.
  8. Supporting contract management processes, including tracking key dates, renewals, and obligations.
  9. Conducting basic legal research and providing administrative support for regulatory inquiries or internal audits.

Administrative Support for Office Head and Senior Investigative Staff

• Support the Office Head and senior investigative staff in the New York office with daily operations, including:

• Assisting with case opening processes, ensuring accurate data entry and compliance with internal protocols.
• Entering and tracking time and expenses, and coordinating with finance for timely submission and reconciliation.
  
• Preparing, formatting, and proofreading documents, reports, and presentations using Microsoft Word, Excel, and PowerPoint.
  
• Updating and maintaining the office PTO calendar and coordinating time-off tracking with HR or operations.
  
• Scheduling meetings, interviews, and internal briefings, including managing calendars and sending reminders.
  
• Maintaining electronic and physical filing systems to ensure records are organized and accessible.
  
• Coordinating with internal teams and external vendors on administrative or operational tasks as needed.
  
• Supporting onboarding logistics for new team members, including workspace preparation and account access coordination.
  
• Serving as a point of contact for internal requests related to scheduling, case logistics, and document formatting.
  
• Providing general administrative assistance to support the smooth operation of case teams and senior staff.

General Administrative Support

• Manage front desk operations, including phone coverage, visitor coordination, and office voicemail and fax communications.
• Oversee office supply inventory, kitchen and facility maintenance, and weekly lunch orders, ensuring organization and cleanliness of common areas.
• Handle incoming and outgoing mail, FedEx and USPS shipments, and manage document shredding services to support privacy and data security compliance.
• Coordinate travel arrangements for staff, including booking transportation and accommodations.
• Serve as the primary liaison with building management and external vendors to address facility needs.
• Assist with the planning and execution of office events and provide support for ad hoc administrative projects as assigned.

What Makes You a Great Fit?

• Experience: 3+ years of experience in an administrative assistant role, including supporting a legal team or function.

• Legal Knowledge: Familiarity with legal compliance, data privacy regulations, and professional licensing processes is a plus.

• Administrative Skills: Demonstrated ability to manage schedules, coordinate projects, and handle confidential information with discretion.

• Writing Skills: Strong ability to draft and edit legal and business documents with clarity and accuracy.

• Attention to Detail: Proven ability to produce high-quality, precise work in a fast-paced environment.

• Analytical Thinking: Ability to assess and organize legal documentation, identify compliance requirements, and anticipate potential challenges.

• Tech Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with a willingness to quickly learn new platforms.

• Organizational Skills: Ability to manage multiple priorities, meet deadlines, and work independently while maintaining strong attention to detail.

• Communication Skills: Strong verbal and written communication skills to effectively interact with internal teams and external contacts.

• Team Player: Collaborative mindset with a proactive and resourceful approach to problem-solving.

• Adaptability: Ability to prioritize and adjust to shifting responsibilities in a dynamic work environment.

• Educational Background: Associate’s or Bachelor’s degree or the equivalent in relevant work experience.

• Availability: Must be available to work on-site at least four days a week in a collaborative office environment.

Ready to Join Us? 

Our ideal candidate will have demonstrated excellence in providing high-level administrative and operational support within a fast-paced professional services environment. Leading applicants will possess strong organizational skills, attention to detail, and the ability to manage multiple priorities while supporting the Chief Legal Officer, executives, and office operations.

To thrive in this role, the successful candidate will be proactive, highly responsive, and comfortable handling a broad range of administrative, compliance, and legal support tasks with professionalism and discretion.

This position follows a hybrid work model. Candidates must be commutable to the New York office and able to work onsite as required.

Why You'll Love Working With Us

• Competitive Salary: $70,000.00 - $85,000.00

• Discretionary Bonus

• Flexible Time Off-Policy

• Health Benefits: Comprehensive medical, dental, and vision coverage

• Retirement Savings: 401k plan with employer match

• Parental Leave

• Hybrid working environment: Candidate must work in New York City.

• Life Insurance: Company-sponsored basic life and AD&D insurance

• Additional Benefits: Flexible spending accounts (FSAs), Transit and Parking

Our Commitments As An Employer

Mintz Group is committed to providing equal employment opportunities to all individuals. We do not discriminate against any applicant or employee based on gender, transgender status, race, color, religion, marital status, pregnancy, national or ethnic origin, ancestry, citizenship, sexual orientation, age, veteran status, genetic information, mental or physical disability (unless such disability is a bona fide occupational qualification), gender identity or expression, or any other characteristic protected by federal, state, or local law. Our policy of equal employment opportunity applies to all aspects of the employment relationship, including recruitment, hiring, promotion, transfer, training opportunities, termination, wage and salary administration, and the application of benefit plans and company policies.