Job Description

Our client, a National Law Firm located in Roseland is currently looking to hire an Executive Assistant in their Healthcare division. This is a prestigious law firm that has been around for almost 100 years, and is rated as one of the Best Places to Work and one of the Best Law Firms in New Jersey. What sets them apart is their people-centered culture, where they strive to recognize, reward, and unite our attorneys and staff. 

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 3 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 fast-paced 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 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