Executive Assistant Law Practice

Kim IP•Voorhees Township, NJ

6d•$20 - $27

About The Position

Kim Intellectual Property Law Group LLC (Kim IP) is an intellectual property law firm representing companies, entrepreneurs, universities, and multinational corporations in patent, trademark, copyright, and intellectual property litigation matters throughout the United States and internationally. We are seeking an exceptionally organized, proactive, and highly dependable Part-Time Executive Assistant to work directly with the firm's Managing Partner. The ideal candidate is resourceful, detail-oriented, and naturally anticipates what needs to be done before being asked. This individual will become the Managing Partner's trusted administrative partner, helping manage priorities, coordinate daily operations, and improve efficiency throughout the firm. This is a part-time position with flexible scheduling (approximately 4 hours per day), with the potential for additional hours as the firm continues to grow. The Executive Assistant will primarily support the Managing Partner while also assisting with firm administration and operational initiatives.

Requirements

Experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role is a plus.
Outstanding organizational and time-management skills.
Excellent written and verbal communication skills.
Exceptional attention to detail.
Strong ability to prioritize multiple projects and deadlines.
High level of professionalism and discretion.
Strong problem-solving and critical-thinking abilities.
Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint).
Comfortable learning new technology platforms and software.

Nice To Haves

Thinks several steps ahead and anticipates needs before they arise.
Is exceptionally organized and enjoys creating order from complexity.
Takes ownership of projects and follows them through to completion.
Communicates professionally and confidently with clients and colleagues.
Exercises excellent judgment and maintains absolute confidentiality.
Continuously looks for opportunities to improve efficiency and streamline workflows.
Is comfortable working independently with minimal supervision.

Responsibilities

Manage the Managing Partner's docket and priorities.
Coordinate and prioritize meetings, deadlines, and daily workflow.
Screen phone calls and direct inquiries appropriately.
Prepare professional correspondence, reports, presentations, and other business documents.
Schedule client meetings, interviews, and internal meetings.
Track action items and ensure timely follow-up.
Assist with confidential and sensitive matters requiring discretion and sound judgment.
Assist with office administration and day-to-day operational activities.
Coordinate projects and administrative initiatives across the firm.
Help develop and improve internal processes and procedures.
Maintain organized electronic files and records.
Assist with vendor communications and office management.
Coordinate firm events, meetings, and training activities.
Support recruiting, onboarding, and other administrative functions as needed.
Assist with business development activities, marketing projects, and client relationship initiatives.
Serve as a professional point of contact for clients, foreign associates, vendors, and other professionals.
Assist with opening new client matters and maintaining electronic client files.
Coordinate execution of engagement letters and other client documentation.
Monitor attorney calendars and important deadlines.
Assist with billing support, invoice review, and administrative follow-up.
Provide administrative support for patent, trademark, and litigation matters as needed.
Coordinate document filings and communications with the USPTO, foreign associates, and other agencies when appropriate.