Administrative Assistant

Administrative Assistant

The Administrative Assistant plays a key role in supporting the daily operations of a nonprofit legal aid organization dedicated to expanding access to justice. This position provides administrative, operational, and logistical support to staff, clients, and volunteer attorneys. The ideal candidate is highly organized, detail-oriented, and committed to the mission of legal aid, with a genuine interest in serving underserved communities.

Key Responsibilities

Office Operations & Administrative Tasks

• Support general office operations.
• Make weekly bank deposits and maintain an accurate deposit log.
• Organize, maintain, and distribute office supplies, cleaning supplies, postage, furniture, and equipment.
• Prepare supply orders for review and approval by the Office Manager.
• Maintain accurate inventory records of IT equipment, printers, cell phones, and furniture using an electronic system.
• Handle shipping needs, including delivering items to USPS or UPS.
• Run miscellaneous errands such as purchasing office supplies.
• Assist with coordination of staff travel as needed.

Human Resources Support

• Assist with HR functions including:
  • Posting open positions
  • Scheduling interviews
  • Sending rejection communications
  • Coordinating new hire orientation
  • Assigning onboarding and offboarding tasks
  • Other administrative duties to support HR functions

Facilities & Equipment Management

• Prepare office spaces for new staff, including furniture assembly as needed.
• Notify building management of maintenance needs and coordinate repairs.
• Track and schedule maintenance for three company vehicles.

Client & Case Support

• Manage and maintain the conflict client database, ensuring accuracy, confidentiality, and completeness.
• Coordinate communication between clients and pro bono attorneys.
• Assist in gathering required documentation and ensuring timely completion of follow-up tasks.

Additional Duties

• Assist with planning and coordination of meetings, trainings, and other events.
• Perform other administrative and operational duties as assigned.

Qualifications

• Prior administrative or office support experience.
• Strong organizational and time management skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with office software and database systems.
• Ability to work both independently and collaboratively.
• Demonstrated reliability, professionalism, and discretion when handling sensitive information.

Preferred

• Experience with HR processes or inventory management systems.
• Experience working in a nonprofit, legal, or social services environment.
• Familiarity with client management or case management systems.

Mission Alignment

• Demonstrated interest in and commitment to the mission of legal aid and expanding access to justice.
• Sensitivity to the needs of low-income and vulnerable populations.
• Ability and willingness to work cooperatively and collegially with multiple timelines within a decentralized statewide law firm.
• Respect for confidentiality and strong ethical judgment.

Work Environment

• Office-based role with occasional local travel for errands.
• Primarily sedentary and performed in an office environment, requiring regular computer use and the ability to alternate between sitting and standing at a workstation for most of the workday.
• May involve light physical activity such as lifting supplies or assembling furniture.
• Valid driver's license required.