Executive Assistant Healthcare

On behalf of our law firm client, JCW is looking for an Executive Assistant to provide secretarial and administrative support including coordinating business development activities, assisting with client work, etc.

The client is a reputable mid-sized law firm based in New Jersey that is rapidly growing with a great company culture.

What you'll do day-to-day:

• Heavy scheduling (including experience with international reservations)
• Maintenance of attorney calendar(s)
• Call/meeting reminders and confirmations to team/clients/opposing parties
• Handling of incoming mail and faxes
• 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
• Remind attorney(s) of all deadlines; ensure that deadlines are met, or extensions are received
• Prepare general correspondence (ex. letters of representation, etc.)
• Enter attorneys’ time into billing system
• Organize client conferences
• and more

A successful candidate has:

• 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
• Ability to coordinate and manage routine administrative work, such as scheduling meetings, making travel arrangements, preparing expense reimbursements, etc.