What are the responsibilities and job description for the Legal Assistant position at Instant Serve LLC?
Position: Corporate Legal Assistant
Location: New Jersey (Hybrid Work Model)
For Our Client:
Join our client's Corporate Department as a full-time Executive Legal Assistant. In this role, you will report directly to the department Co-Chair while supporting up to four attorneys. You will manage practice operations, coordinate calendars, and ensure seamless client services across multiple attorneys. This position requires a proactive approach to handling administrative tasks, anticipating and resolving issues, and keeping all attorneys updated on project statuses to maintain efficient workflows.
Responsibilities:
- Serve as the primary point of contact for client relationships.
- Recommend and implement process improvements to enhance service quality, efficiency, and client responsiveness.
- Develop and manage systems for tracking assignments, workflows, and legal file statuses to meet deadlines and ensure timely follow-up actions.
- Communicate effectively with clients and internal teams, including training and supporting Salesforce users, managing data, running reports, and maintaining security.
- Oversee workflow and assignments in collaboration with Department Attorneys, managing the opening of files and related procedures.
- Monitor billing, update the legal team on pertinent bills, and assist with accounts receivable collection.
- Support marketing efforts, including creating social media content, presentation materials, and assisting with speaking engagements.
- Process invoices for payment, maintain calendars, schedule meetings, and update Constant Contact/HubSpot lists.
- Participate in various projects and initiatives and assist in training new hires.
Qualifications:
- Minimum of 3 years of experience performing legal support tasks, preferably in Corporate Law and Corporate Transactions.
- Bachelor's degree from an accredited institution, focusing on legal studies or a related field.
- Proficiency in MS Word, Excel, and Outlook, with the ability to quickly adapt to other applications; intermediate to advanced computer skills, including experience with document management systems (NetDocuments preferred).
- Demonstrated action-oriented approach with sound judgment in a fast-paced, high-growth legal environment.
- Exceptional organizational and communication skills, both written and verbal, with a keen attention to detail and strong proofreading skills.
- Ability to work independently, manage multiple projects simultaneously, meet deadlines consistently, and maintain a professional demeanor to communicate clearly, calmly, and concisely.
The Perks:
- Competitive Salary & Comprehensive Benefits Package.
- Ongoing Opportunities for Professional Growth and Development.
- Immerse Yourself in a Collaborative and Supportive Work Environment, Recognizing and Celebrating Individual Contributions.
- Make a Substantial Impact Within Our Esteemed Law Firm.
