Administrative Assistant

Job Position: Administrative Assistant

Job Mode: Onsite

Job Location; Madison NJ

We are seeking a detail-oriented professional Administrative Assistant / Event Planner to support attorneys in a fast-paced law firm environment. The ideal candidate is proactive organized and demonstrates excellent communication and multitasking skills. This role offers the opportunity to work closely with attorneys and staff while gaining valuable experience in legal and client-service operations.

Key Responsibilities / Essential Functions
Welcome guests and clients in person and by phone; answer or direct inquiries professionally.
Produce format and edit correspondence reports and legal documents; manage data entry and case preparation materials.
Conserve attorneys time by handling correspondence drafting documents collecting and analyzing information and coordinating meetings and special functions.
Maintain attorney calendars by scheduling conferences depositions court appearances travel and other events.
Communicate on behalf of attorneys to obtain and relay information and manage delegated tasks.
Document and input attorney billable time and reimbursable expenses; assist in preparing invoices.
Maintain strict confidentiality of client and firm information.
Develop and maintain organized filing and retrieval systems and meeting documentation.
Coordinate and place food and beverage orders for client meetings attorney luncheons and firm events ensuring accuracy and timeliness.
Manage conference room scheduling and readiness for meetings and events.
Be menu conscientious considering budget dietary restrictions and presentation standards when planning or ordering food.
Assist with event planning and execution including internal celebrations client receptions training sessions and firm-wide gatherings.

Qualifications
Bachelors Degree required
1 2 years of administrative or legal experience preferred
Strong organizational and multitasking skills with keen attention to detail
Excellent written and verbal communication abilities
Professional demeanor with a strong client-service focus
Proficient in Microsoft Office Suite (Word Outlook Excel PowerPoint)
Reliable resourceful and able to handle confidential information appropriately

Compensation and Schedule
In-office 5 days per week during training; eligible for 1 remote day per week after training period
Depending on the role the actual salary noted may vary based on several factors including but not limited to the applicants qualifications years of relevant experience level of education and any certifications or professional licenses held.