Executive Assistant
- $80,000 - $90,000
- Roseland, NJ
Executive Assistant needed for Law Firm!
A bit about us:
Creative solutions and growth strategies come from experienced attorneys well-versed in handling the most complex legal and business problems. We do not burden our client’s budget with layers of hierarchy – their legal issue is addressed and resolved by a subject matter expert, not an inexperienced associate learning on the client’s time and money.
Why join us?
*We are proud to have been named by US. News & World Report to their "Best Law Firm" list for a number of years. No aspect of this advertisement however has been approved by the New Jersey State Bar Association."
Job Details
The Executive Assistant performs a variety of executive administrative functions, secretarial and administrative support including office wide initiatives and assignments, coordinating the Executive’s business development activities, as well as assisting with client work.
Responsibilities:
Heavy scheduling (including experience with international reservations)
Maintenance of attorney calendar(s)
Call/meeting reminders and confirmations to team/clients/opposing parties
Forwarding of finalized contracts/agreements for execution
Handling of incoming mail and faxes
Mailing of various correspondence
Client matter management – NetDocs search and save for various documents, agreements, and correspondence
Email database management – search/save/file various documents, agreements, and correspondence from various email accounts
Prepare attorney(s) for scheduled calls/meetings
Preparation, forwarding and handling of retainer agreements
Conduct conflict searches
Opening of new matters, including litigation matters
Follow-up with in-house attorneys on various matters for updates and/or assignments
Remind attorney(s) of all deadlines; ensure that deadlines are met, or extensions are received
Daily communication with numerous clients
Prepare general correspondence (ex. letters of representation, etc.)
Handle daily “emergent” matters
Enter attorneys’ time into billing system
Organize client conferences
Back-up to other EA’s
Qualifications:
A minimum of 5 years of Executive Assistant experience at a law firm
Proficiency in Microsoft Office Suite, primarily Word, Excel, Kofax (Adobe), DocuSign and Zoom
Calendar and inbox management proficiency required
Knowledge of digital dictation
Highly organized, able to multi-task and prioritize tasks in a high-pressure environment and complete tasks in a timely manner with great efficiency and accuracy
Self-motivated team player who is able to work as part of a team but also takes the initiative to work independently
Exceptional problem-solving skills, and comfortability working in a fast-paced dynamic workplace
Ability to compose, edit and proofread legal documents, correspondence, and reports
Ability to coordinate and manage routine administrative work, such as scheduling meetings, making travel arrangements, preparing expense reimbursements, etc.
Polished, professional and ability to communicate clearly, calmly, and concisely
Responsibilities:
Heavy scheduling (including experience with international reservations)
Maintenance of attorney calendar(s)
Call/meeting reminders and confirmations to team/clients/opposing parties
Forwarding of finalized contracts/agreements for execution
Handling of incoming mail and faxes
Mailing of various correspondence
Client matter management – NetDocs search and save for various documents, agreements, and correspondence
Email database management – search/save/file various documents, agreements, and correspondence from various email accounts
Prepare attorney(s) for scheduled calls/meetings
Preparation, forwarding and handling of retainer agreements
Conduct conflict searches
Opening of new matters, including litigation matters
Follow-up with in-house attorneys on various matters for updates and/or assignments
Remind attorney(s) of all deadlines; ensure that deadlines are met, or extensions are received
Daily communication with numerous clients
Prepare general correspondence (ex. letters of representation, etc.)
Handle daily “emergent” matters
Enter attorneys’ time into billing system
Organize client conferences
Back-up to other EA’s
Qualifications:
A minimum of 5 years of Executive Assistant experience at a law firm
Proficiency in Microsoft Office Suite, primarily Word, Excel, Kofax (Adobe), DocuSign and Zoom
Calendar and inbox management proficiency required
Knowledge of digital dictation
Highly organized, able to multi-task and prioritize tasks in a high-pressure environment and complete tasks in a timely manner with great efficiency and accuracy
Self-motivated team player who is able to work as part of a team but also takes the initiative to work independently
Exceptional problem-solving skills, and comfortability working in a fast-paced dynamic workplace
Ability to compose, edit and proofread legal documents, correspondence, and reports
Ability to coordinate and manage routine administrative work, such as scheduling meetings, making travel arrangements, preparing expense reimbursements, etc.
Polished, professional and ability to communicate clearly, calmly, and concisely
Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.
Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.