Executive Assistant

1 week ago

Princeton, New Jersey, United States Wong Fleming Full time

Wong Fleming, a prominent law firm, is seeking a highly organized and detail-oriented professional to support its Princeton, NJ office. This role requires a dynamic individual with experience in administration, human resources, and general office management. The successful candidate will provide administrative support to the firm's partners and staff while managing various office functions to ensure smooth operations.

Key Responsibilities

Administration & Human Resources

  • Prepare and place job advertisements for vacant positions, conduct initial resume screenings, and schedule interviews.
  • Interview paralegal and administrative candidates alongside the paralegal supervisor.
  • Prepare and submit necessary documents related to disability, unemployment, and COBRA forms.
  • Manage onboarding and offboarding processes, including I-9 form completion, employee handbook distribution, training, and transitions.
  • Obtain Lexis ID numbers for new hires.

Office Management

  • Supervise receptionists in the Princeton office, ensuring punctuality, proper lunch breaks, and productivity.
  • Respond to inquiries from governmental agencies.
  • Act as liaison for various government clients.

Continuing Legal Education (CLE) Administration

  • Review CLE requests, ensure online CLE credits are obtained before attending external CLE, and manage the approval process with partners.
  • Coordinate the application, payment, and proof of CLE credit submissions.
  • Follow up with conference administrators to secure CLE credits.

General Office Duties

  • Handle general office mail and forward it appropriately.
  • Field phone calls and assist paralegals and attorneys with legal work, including obtaining Letters of Good Standing and managing bar status information.
  • Place orders for small equipment and troubleshoot technology issues when needed.
  • Maintain office appearance and cleanliness, reminding staff of firm expectations regarding office maintenance.
  • Generate retainer letters.

Banking

  • Assist the Director of Finance with tasks such as writing checks and posting time entries if needed.

IT Management

  • Trouble shoot routine IT problems in office, act as Liaison with IT managed services and staff for troubleshooting routine issues.
  • Answer routine IT security questionnaires for clients.

Marketing & Certification Management

  • Supervise preparation of applications for the renewal of minority and women-owned business certifications, ensuring timely submission and approval by partners.
  • Supervise supplier diversity enrollment with Fortune 500 companies.
  • Provide support in administrative and paralegal duties as required.

Qualifications/Requirements

  • Proven experience in an executive assistant or administrative role, preferably in a legal or professional services environment.
  • Strong organizations and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Proficiency in Microsoft Office Suite and familiarity with legal software (e.g., PC Law) is a plus.
  • Ability to work independently and manage multiple priorities in a fast-paced environment.

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