About the job

Blue Vista is seeking a highly organized and proactive Legal Administrative Assistant to support the firm’s General Counsel and general office operations. This role combines traditional office and reception duties with legal administrative responsibilities, providing a unique opportunity to work at the intersection of office management and corporate legal support. The position is full-time, in-office, and offers potential for growth into paralegal or office management roles.

Key Responsibilities:

Legal & Compliance Support

• Maintain corporate entity records, including officer appointments, formations, renewals, and dissolutions.
• Assist in implementing and managing the firm’s entity management system.
• Support compliance efforts including SEC/FINRA matters, ADV preparation, and maintenance of compliance manuals.
• Assist with fund formation processes, including preparation and collection of documentation, organizational charts, and filings.
• Provide support on NDA preparation and review with oversight from counsel.
• Coordinate with outside counsel and internal teams on regulatory and fund administration matters.

Receptionist & Office Coordinator

• Manage visitor access through Kastle system and greet/announce guests.
• Coordinate catering and meeting logistics, including serving beverages.
• Handle incoming/outgoing mail, FedEx, USPS, and courier services.
• Oversee kitchen and supply management, including inventory, stocking, and vendor orders.
• Submit maintenance requests and coordinate with building management.
• Serve as Floor Warden for emergency drills and safety procedures.
• Ensure cleanliness and upkeep of office appliances and shared spaces.

Additional Administrative Support

• Provide day-to-day administrative assistance including travel booking, expense submission (via Concur), scanning, filing, and copying.
• Support onboarding of new employees and coordination of employee/office celebrations.
• Assist with light event planning such as happy hours, team outings, and firm-wide gatherings.
• Support HR and Marketing with confidential projects and preparation of materials as needed.
• Perform ad hoc data entry and tracking projects across departments.

Click here to see the full job description and application form