Kennedys, a growing global law firm with offices around the United States, is seeking an Administrative Assistant to join our team in New Jersey. The Administrative Assistant is a detailed-oriented and proactive team member that provides comprehensive administrative and operational support to the Office Manager, Legal Assistant team and office operations to ensure continuity of workflow during high-volume periods. This role plays a critical part in ensuring the smooth day-to-day functioning of the office and supporting attorneys in delivering exceptional client service.

This is a fully onsite role, working in-person in our Berkeley Heights, NJ office. 9 a.m. to 5 p.m. Monday through Friday.

Key Responsibilities

• Primarily assist Legal Assistants and Calendar Clerks with daily tasks such as matter scheduling, calendaring support, attorney time entry into Elite, and matter related document downloads
• Process incoming electronic documents and mail by downloading, renaming, and saving them to the correct iManage matter
• Review legal and administrative materials to determine appropriate filing locations
• Support attorneys with time entry submissions in Elite to ensure accurate and prompt billing
• Reception coverage - greet guests and answer/transfer incoming phone calls
• Assist with the coordination of office events and socials
• Assist with meeting room set up and clean up
• Help to maintain overall appearance of office by conducting morning sweeps to ensure offices are stocked with tissues, sanitizer, and wipes, and to collect any items that may have been left by employees
• Complete miscellaneous Facilities requests such as document production, scan/file mail and legal documents, prepare trial/research binders, download CD's/media, and prepare documents for mail and courier service
• Utilize SDP to pick up assignments and record completed tasks as needed
• Assist with other related tasks and projects as needed

Required Experience

• High school degree or equivalent
• Minimum of 2 years' related law office experience and familiarity with legal terminology, legal support and working knowledge of Microsoft Suite
• Experience and familiarity with NJ eCourts and NYFS
• Ability to successfully multi-task; Strong attention to detail; Strong customer service awareness; Ability to establish and maintain strong working relationships

• Motivated by high quality work product and service to employees at all levels.
• Notary a Plus but not required
• Ability to forecast needs, prioritize work, and to contribute to all team projects.
• Work occasionally requires a high level of mental effort, attention to detail and strain when performing a high volume of clerical tasks and performing other essential duties; Work may occasionally require more than 40 hours per week to perform the essential duties of the position.
• Ability to retrieve and distribute files, mail, written documents, or office supplies weighing up to 50 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.

The annualized salary range for this role is $55,000-$70,000. However, this is contingent upon level of experience, location, and other job-related factors permitted by law.

FLSA Status: Non-exempt

Please let us know if you require any additional support or adjustments to be made in order to submit your application to Kennedys.

About Kennedys

Kennedys is a global law firm with expertise in dispute resolution and advisory services. With over 2,750 people worldwide across 48 offices in the UK, Europe, Middle East, Asia Pacific and America we have some of the most respected legal minds in their field.

Our lawyers handle both contentious and non-contentious matters, and provide a range of specialist legal services, for many industry sectors but we have particular expertise in litigation and dispute resolution, especially in defending insurance and liability claims.

We're a fresh-thinking firm, and we're not afraid to bring challenging new perspectives to the table way beyond the traditional realm of legal services. We empower our clients with a diverse range of ideas, tools and technology to make their lives easier, as well as delivering exceptional results, every time.

What do we have to offer?

We welcome high-performing lawyers, business services professionals, secretaries, graduates and apprentices to join our rapidly expanding global firm. Whatever your role at Kennedys, you'll be involved in exciting and stimulating work, where your input will make a difference.

Our culture and values form a big part of who we are and we take them seriously. We make a difference by being approachable, straightforward, supportive and distinctive. Our values are at the core of who we are and what make us a great firm to work with and for.

The Firm recognises the value of investing in our people's development and believes our culture and values contribute to the quality of our work and of our client relationships. With a culture of on-the-job and experiential learning, peer to peer learning, mentoring, resources and tools that enable you to drive your career, we can support your development in your current and future roles. A variety of other opportunities are available including secondments to clients and our global offices.

We strive to celebrate diversity, empower our people and ensure everyone can bring their authentic selves to work. We've created a culture based on client service, professional excellence, hard work and trust, where diversity, equity and inclusion (DE&I) is a key priority. We recognise that many of our people want to work for an employer that is aligned to their values, which is why we are building an inclusive culture, decarbonising our operations and supporting our people to thrive at work. Our people are the key to driving this change and helping us to make a difference to our clients, our people and the communities in which we live and work.

Kennedys is an equal opportunities employer and is committed to ensuring our recruitment processes are as inclusive as possible. We expect all employees to be aware of and comply with all relevant policies and procedures within their jurisdiction, including those relating to Information Security, Data Protection and Quality Management, refer any breach promptly to Risk & Compliance and to complete all mandatory training when requested.