Administrative Assistant - Mai Placement

Administrative Assistant

Newark, NJ (In-Person)

65k – 85k

We are seeking a highly organized and proactive Legal Administrative Assistant to support our legal department's operations. The ideal candidate will be adept at managing various administrative tasks, ensuring the smooth and efficient handling of legal processes within our organization.

Key Responsibilities:

• Review and enter all received legal tickets into project management platform, maintaining a comprehensive database of legal tasks.
• Regularly update and brief counsels on the status of outstanding legal tasks.
• Organize and facilitate meetings, ensuring efficient communication and collaboration within the legal team.
• Manage the electronic signature platform for the legal department, including editing templates and circulating necessary documents.
• Oversee yearly Intellectual Property filings, including trademarks, to ensure compliance and protection of company assets.
• Efficiently manage General Counsel's schedule and coordinating meetings to optimize workflow.
• Act as the primary point of contact between the general counsel and other departments, facilitating clear and timely communication.
• Draft legal templates ensuring legal accuracy and relevance.
• Oversee the submission of invoices to Accounts Payable (AP) for approval.
• Conduct research and liaise with outside counsel on Employment Law matters, providing reliable and informed support.
• Coordinate the dispatch of overnight mail, ensuring timely and secure delivery of legal documents.
• Monitor department metrics, including completion times and request volumes, to support strategic planning and operational efficiency.

Requirements:

• Proven experience as a Legal Administrative or Executive Assistant or similar role.
• Strong organizational skills with the ability to manage multiple tasks efficiently.
• Excellent communication and interpersonal skills.
• Proficiency in legal software, such as Asana and Juro.
• Detail-oriented with a commitment to accuracy and confidentiality.
• Ability to work independently and as part of a team.
  

Email resume to: joel@maiplacement.com