Recruiting & Administrative Assistant

About Us:

Marshall Gerstein & Borun LLP provides sophisticated intellectual property advice and legal services to many of the worlds largest most innovative businesses research institutions universities and entrepreneurs. For more than six decades we have been exclusively dedicated to excellence in the practice of IP law. Our size and singular focus enhance efficiency foster responsive and creative decision-making and help clients achieve mission-critical results. We cultivate trust communicate clearly and deliver effective solutions.

Your Role:

As a Recruiting & Administrative Assistant you will play a vital role in supporting the Firms legal talent acquisition and onboarding efforts. You will assist in coordination of the full lifecycle of recruiting for attorneys patent agents technical specialists and summer associates. This includes managing candidate communications scheduling interviews organizing recruiting events and maintaining recruiting systems. You will also support the Firms summer associate program and assist with additional HR-related initiatives. As a member of the core HR team your attention to detail communication skills and ability to manage multiple priorities will contribute to the success of the Firms recruiting strategy and overall culture.

Your Impact:

• Interview Coordination: Schedule and manage virtual and in-person interviews for all legal professional candidates. Prepare and distribute interview schedules and confirmations and provide day-of support. Provide support for staff recruiting assignments.
• Candidate Communication: Serve as the primary point of contact for candidates recruiters and search firms. Draft and send timely communications including interview details follow-ups and rejection notices.
• Applicant Tracking & Documentation: Upload and manage candidate materials (resumes transcripts writing samples) in the applicant tracking system (ATS). Maintain real-time updates to ensure accurate reporting and pipeline visibility
• Offer Process & Onboarding Support: Prepare letters welcome emails and onboarding packets in collaboration with the Legal Recruiting Manager and HR team. Coordinate orientation schedules and office setup.
• Event & Program Logistics: Organize logistics for recruiting events job fairs and law school outreach including registration shipping and RSVP tracking. Support with planning and execution of the summer associate program. Assist with firmwide events HR operations and other duties as assigned.
• Evaluation & Feedback Management: Collect and organize internal feedback forms and evaluations from interviewers. Compile summaries for Recruiting Manager review and maintain evaluation records for summer associates.
• Calendar & Database Management: Maintain recruiting calendars internal databases and deadlines to support smooth operations and planning.
• Brand & Outreach Support: Collaborate with Marketing and DEI teams to promote the Firms employer brand at recruiting events and through outreach initiatives.
• Administrative Support: Provide general administrative assistance to the Recruiting Manager and HR/Talent Team including scheduling document preparation and internal coordination. Promote an inclusive culture by contributing to firm events and HR assignments.
• Confidentiality & Professionalism: Handle all candidate and internal communications with discretion professionalism and a commitment to confidentiality.

YOUR SKILLS:
Required:

• 35 years of legal recruiting experience preferably in a law firm environment.
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professional demeanor with sound judgment discretion and confidentiality.
• Initiative accountability and the ability to work independently and collaboratively.

Preferred:

• Bachelors degree
• Experience with viRecruit and viDesktop systems.
• Prior experience working in a law firm

YOUR REWARDS:

• Competitive salary overall compensation and 401(k)
• Hybrid Remote Work Policy (2 Days In Office 3 Days Remote)
• In-house and external learning and development opportunities
• Career Coaching Services
• Generous health insurance mental health and well-being benefits
• Salary $60000 to $68000

EEO Statement

Our Firm is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications job requirements and business needs without regard to race color marital status sex sexual orientation gender identity and/or expression age religion disability citizenship status national origin pregnancy veteran status and/or any other legally protected characteristics. We are committed to providing reasonable accommodations if you need an accommodation to complete the application process please email