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Executive Assistant - Healthcare

Mandelbaum Barrett PC
Roseland, NJ
  • Posted: over a month ago
  • Full-Time
Job Description

Purpose of Role:

The Executive Assistant performs a variety of executive administrative functions, secretarial and administrative support including office wide initiatives and assignments, coordinating the Executive’s business development activities, as well as assisting with client work.


  • Heavy scheduling (including experience with international reservations)
  • Maintenance of attorney calendar(s)
  • Call/meeting reminders and confirmations to team/clients/opposing parties
  • Forwarding of finalized contracts/agreements for execution
  • Handling of incoming mail and faxes
  • Mailing of various correspondence
  • Client matter management – NetDocs search and save for various documents, agreements, and correspondence
  • Email database management – search/save/file various documents, agreements, and correspondence from various email accounts
  • Prepare attorney(s) for scheduled calls/meetings
  • Preparation, forwarding and handling of retainer agreements
  • Conduct conflict searches
  • Opening of new matters, including litigation matters
  • Follow-up with in-house attorneys on various matters for updates and/or assignments
  • Remind attorney(s) of all deadlines; ensure that deadlines are met, or extensions are received
  • Daily communication with numerous clients
  • Prepare general correspondence (ex. letters of representation, etc.)
  • Handle daily “emergent” matters
  • Enter attorneys’ time into billing system
  • Organize client conferences
  • Back-up to other EA’s


  • A minimum of 3 years of Executive Assistant experience at a law firm
  • Proficiency in Microsoft Office Suite, primarily Word, Excel, Kofax (Adobe), DocuSign and Zoom
  • Calendar and inbox management proficiency required
  • Knowledge of digital dictation
  • Highly organized, able to multi-task and prioritize tasks in a fast-paced environment and complete tasks in a timely manner with great efficiency and accuracy
  • Self-motivated team player who is able to work as part of a team but also takes the initiative to work independently
  • Exceptional problem-solving skills, and comfortability working in a dynamic workplace
  • Ability to compose, edit and proofread legal documents, correspondence, and reports
  • Ability to coordinate and manage routine administrative work, such as scheduling meetings, making travel arrangements, preparing expense reimbursements, etc.
  • Polished, professional and ability to communicate clearly, calmly, and concisely

Mandelbaum Barrett PC


Roseland, NJ



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