Executive Assistant Law Practice

Kim-Ip; Voorhees Township (NJ); On-site; USD 34,440 - 48,216; Part time

Job summary

Kim Intellectual Property Law Group LLC is seeking an exceptionally organized, proactive Part-Time Executive Assistant to work directly with the firm's Managing Partner. The ideal candidate anticipates needs, manages priorities, and improves efficiency across the firm.

This role offers flexible scheduling (approximately 4 hours per day) and will support executive, firm administration, and client-related activities.

Qualifications

• Experience as an Executive Assistant or similar role.
• Outstanding organizational and time-management skills.
• Excellent written and verbal communication, meticulous attention to detail.
• Strong ability to prioritize multiple projects and deadlines.
• High level of professionalism and discretion.
• Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint).
• Comfortable learning new technology platforms.

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.

Skills

Executive Assistance

Organization

Time management

Microsoft Office

Communication

Discretion

Problem-solving

Job description

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.

Position Overview

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.

Primary Responsibilities

Executive Support

• 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.

Operations & Administrative Support

• 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.

Client & Legal Administrative Support

• 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.

The successful candidate is someone who:

• 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.

Required

• 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.

Kim IP is a growing boutique intellectual property law firm dedicated to helping innovators protect and commercialize their ideas around the world. We combine sophisticated legal work with a collaborative, entrepreneurial culture where every team member has an opportunity to make a meaningful impact.

Working directly with the Managing Partner, you will gain exposure to high-level business operations, intellectual property law, strategic decision-making, and the inner workings of a successful boutique law firm. We value initiative, continuous improvement, and people who genuinely enjoy helping others succeed.