Job Description

Job Position: Administrative Assistant/Event Planner

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
Bachelor's 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 applicant's qualifications, years of relevant experience, level of education, and any certifications or professional licenses held.

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