• New York, New York
• Legal
• 54k-63k
• Full Time regular employee
•  9:30-17:30
•  New

Job Description

Position
Executive Secretary and Administrative Staff

Summary
A Japanese law firm is recruiting an Executive Secretary and Administrative Staff member for its Midtown, New York office. This role involves comprehensive secretarial, administrative, accounting, and HR-related support, working closely with attorneys, internal staff, external vendors, and the Tokyo headquarters.

Essential Duties

Secretary and Administrative Staff Responsibilities

• Manage attorneys’ schedules, including coordination of meetings, deadlines, and court-related matters.
• Assist in case administration, including matter opening, billing, payment tracking, and related record management.
• Prepare invoices for legal services and report billing details to clients in Japanese and/or English.
• Create, edit, proofread, copy, and file documents using Word, Excel, PowerPoint, and other office tools.
• Prepare and organize materials for writing projects, lectures, seminars, receptions, and other events.
• Arrange business trips, meals, and meeting logistics.
• Manage and maintain business card records.
• Handle reception duties, including greeting visitors and answering phone calls.
• Manage shipping, receipt, and internal distribution of packages and mail.
• Coordinate and communicate with the Tokyo office and other overseas offices.
• Communicate and negotiate with external vendors and service providers.
• Perform basic accounting tasks, including expense reimbursement, payment processing, and tracking of bank account transactions.
• Purchase, manage, and maintain office supplies and equipment.
• Perform general administrative and miscellaneous office duties as needed.

Administrative Support Duties​​​​​​​

• Handle accounting-related tasks, including expense reimbursement, incoming and outgoing payment management, bank account transaction tracking, and budget vs. actual (forecast) management.
• Prepare monthly financial reports for the external accounting firm and assist with tax filing–related documentation.
• Support HR-related operations, including recruitment, attendance management, and coordination with payroll companies, insurance providers, and pension agencies.
• Liaise with various vendors and external service providers, including communication and negotiation.
• Provide general office administration and clerical support across the organization.

Working Hours, Working style
9:30～17:30
​​​​​​​Full-time in-office work required during the training period; thereafter, one day of remote work per week is available.​​​​​​​

Working Location
​​​​​​​Midtown, New York

Salary, Benefit
$30-35/hr
Medical. Vision, Dental,PTO, Sick Leave

Holidays
​​​​​​​Saturdays, Sundays, and U.S. Federal Holidays

Qualifications ​​​​​​​

• Daily use of both Japanese and English is required (business level or above in both).
• Strong administrative and office management skills, including business-level PC proficiency and high attention to accuracy.
• Strong teamwork and collaboration skills; ability to work closely with assigned attorneys, internal staff, and Tokyo office members.
• Flexible and adaptable team player who can respond effectively to changing priorities.
• Self-starter with a proactive, positive approach to work.

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