Administrative Assistant

C. Cadogan and Associates, P.C. is a New York-based legal practice established in 2010, focused on disability advocacy, government benefits, special education, immigration, workers' compensation, and elder law. We are engaging a contractor to provide administrative support to our attorneys.

This is a contractor engagement with an initial 6-month term. Subject to satisfactory performance, it may be renewed under a new signed agreement, with the renewal decision communicated at least a month before the term ends. A minimum weekly commitment of 25 hours is required; actual hours vary with workload.

**What We Need**

_Correspondence & Documents:_ Prepare client letters, invoices, meeting notes, and court filings to firm standards; create handouts, checklists, and workshop materials from attorney-supplied content.

_Meetings:_ Review recordings of consultations/internal meetings and prepare accurate minutes. Attend the monthly check-in call and take notes when requested.

_Calendaring & Intake:_ Screen client enquiries for practice-area fit. Manage attorney calendars in Clio, confirm meetings, and prepare intake documentation/checklists per matter type.

_Front-Office Coordination:_ First point of contact for calls/emails, routing to the right matter; coordinate scheduling and document exchange with referral partners and vendors; relay billing info to the bookkeeper; liaise with external stakeholders on admin issues.

_CRM & Referrals:_ Maintain Clio and Nextiva records, log inquiries and referral sources, keep the Referral/Partner list current, and follow up with prospective clients.

_Website & Content:_ Draft/schedule website and social posts from attorney-provided material, monitor social comments for client inquiries, and compile the monthly newsletter/blog.

_Records:_ Maintain client files per firm filing/privacy practices; keep the Clio task/deadline tracker current.

_Travel:_ Book flights, lodging, and transportation; prepare itineraries; track and log receipts for the bookkeeper.

_Data Compilation:_ Gather public statistics for client workshops; compile monthly case-activity reports (matter type, location, court, referral source, appointment volume).

_Billing Support:_ Prepare invoices (time/expense entry) in Clio, track outstanding payments, follow up on overdue balances, reconcile monthly records, and maintain a recurring-cost summary.

_Vendor & Subscriptions:_ Track renewal dates, costs, and payment status for Clio, Microsoft 365, DocuSign, video conferencing, CLE-tracking, and liability insurance; flag upcoming renewals.

_IT & Equipment:_ Track support tickets for firm-issued devices through resolution; coordinate shipping, setup, and replacement.

_Process Support:_ Maintain the firm's SOP for recurring admin tasks; orient new contractors/staff on office procedures.

_Events & Workshops:_ Coordinate materials and logistics for client workshops; order and track printed materials and supplies.

**Data Security** Given the sensitivity of client information (medical, disability, immigration, school records), this role requires an encrypted, password-protected personal device (no shared/family devices), a secure non-public connection with VPN where applicable, and compliance with our data handling policy and privacy laws. Full requirements, including breach reporting and end-of-engagement data deletion, are in the Contractor Agreement.

**Compensation**

* Starting rate: $6–12 USD/hour, commensurate with experience and location
* Rate reviewed after 90 days based on defined performance criteria
* Paid monthly

**Qualifications**

_Required:_ Post-secondary education (grade 12+); confident, professional phone manner with fluent written/spoken English; comfortable with everyday tools like Google Workspace and Microsoft Office; a dedicated, quiet workspace with reliable high-speed internet and a compliant personal device; based in East Asia, South Asia, or Southeast Asia.

_Nice to Have:_ Experience with CRM or case management software; comfortable with Canva or similar design tools.

_Not Required:_ No legal background, paralegal certification, or legal research experience; this is an administrative role, not a paralegal position.

**Hiring Process**

1. Initial interview
2. Selected candidates may complete a brief written exercise
3. Two professional references and one personal reference

**Confidentiality** A signed NDA is a condition of engagement due to client privacy. Full terms, rate, engagement term, notice provisions, and data security requirements are set out in the signed Contractor Agreement prior to the start of work.

**How to Apply** Applications are accepted until August 21\. For the fastest response, please apply through our website. Only applicants selected for an interview will be contacted; enquiry emails will not be answered unless we're interested in moving forward with your application.