Legal Assistant Jobs in New Jersey

Are You the Person Who Always Knows What Needs to Happen Next?

Every good office has one.

The person who knows what came in, where it needs to go, who is handling it, what is still outstanding, and when someone needs a reminder. The person who notices that something has been sitting too long and does something about it.

The person who can walk into a busy Monday morning, figure out what actually matters, get everyone moving in the right direction, and make sure nothing important falls through the cracks. That's who we're looking for.

Tomes Law Firm is a growing New Jersey law firm in Freehold. We help individuals and small business owners facing serious tax, financial and legal problems get their lives back on track then help set them up for success with estate planning and business growth.

We are looking for an experienced Operations Coordinator & Executive Assistant to become the administrative right hand to the firm's owner and help keep the entire office moving.

Think of yourself as the firm's traffic controller. You do not have to personally do everything. But you need to know what is moving, what is stuck, who owns the next step, what needs follow-up, what needs coverage and what truly needs the owner's attention.

What You’ll Do

· Monitor the administrative flow of client matters and office projects

· Keep track of outstanding documents, follow-ups, deadlines and administrative tasks

· Make sure work gets routed to the right person

· Follow up when something has not been completed

· Identify files or projects that have stalled and help get them moving again

· Review case-management information for overdue tasks, missing information and administrative bottlenecks

· Make sure documents and information are properly saved and organized

· Help ensure new matters are properly opened and completed matters are properly closed

· Manage and organize the owner’s task list

· Help determine what actually requires the owner’s attention

· Prepare information and materials the owner needs for meetings, calls and projects

· Assist with scheduling, vendors, supplies and general office administration

· Help improve systems and procedures when you see something that could work better

· Follow up until the loop is actually closed

And Sometimes You’ll Jump In

We are a small firm. Things happen. Someone gets sick. The phones get busy. A client needs assistance. Documents need to be tracked down. An administrative responsibility suddenly has no one covering it.

When that happens, we need someone whose instinct is: “What needs to be covered, and how do we keep this moving?”

You may answer phones, contact a client, help with scheduling, organize a file, track down documents or temporarily handle another administrative function. You may also determine that someone else is the right person to handle it — and make sure it gets to them.

This isn't about doing everyone else's job. It's about taking control of the situation and making sure the work doesn't stop.

Protect the Owner’s Time

An important part of this position is helping determine what actually needs to reach the firm’s owner. We do not want you simply collecting problems and delivering them to the owner. We want you to develop the judgment to ask: Can I handle this? Can someone else on the team handle this? Do I need more information before bringing this to the owner? Or does this genuinely require an attorney or owner decision?

Success means fewer routine administrative issues reach the owner’s desk because you have already handled them, routed them or obtained the information necessary for a quick decision.

Who We’re Looking For

You may be our person if you are someone who:

· Is exceptionally organized

· Naturally follows up

· Likes completing things and closing loops

· Notices when something is not moving

· Can juggle multiple priorities without losing track of them

· Is comfortable politely reminding people when something needs to be completed

· Can prioritize what is urgent versus what can wait

· Takes initiative instead of constantly waiting for instructions

· Is comfortable making reasonable administrative decisions

· Is willing to roll up your sleeves and help when needed

· Can remain calm when the plan for the day suddenly changes

· Likes solving problems

· Communicates professionally with clients and coworkers

· Is comfortable working directly with a business owner

· Understands discretion and confidentiality

· Enjoys creating order in a busy environment

Most importantly, when you see a problem, your first reaction is not “Whose job is that?” It is “How do we get this taken care of?”

Required Qualifications

· At least five years of progressively responsible administrative, executive-assistant, office-management, legal-support or similar professional experience

· Current New Jersey Notary Public commission

· Excellent written and verbal communication skills

· Strong organizational and follow-through skills with the ability to think about the next step

· Ability to independently manage multiple deadlines and priorities

· Strong computer and technology skills

· Ability to learn new software and office systems

· Ability to work professionally with confidential information

Preferred Experience

Experience in a law firm, accounting firm, financial-services business, medical office or other deadline-driven professional-services environment is strongly preferred. Law Firm or Tax firm experience is a plus, but we care more about what you have actually been responsible for than the title on your résumé. Experience in hospitality management can also be a plus. Experience with Clio or other practice-management/case-management software is also a plus. Bilingual in Spanish can also be a plus as we have clients who only speak Spanish.

This Is a Full-Time, In-Office Position

This position is located in our Freehold, New Jersey office. It is full-time and in office and is not a remote or hybrid position. We need this person physically present because you will be at the center of the day-to-day administrative operation of the firm.

What Success Looks Like

Six months from now, we want you to be able to look across the office and know: What’s moving. What’s waiting. What’s late. Who’s responsible. Who needs a reminder. Where we need coverage. And what actually needs the owner’s attention.

The owner should not have to personally discover that something has been sitting untouched for two weeks. The team should know that if something administrative needs to be coordinated, you can help get it where it belongs. And our clients should experience a firm that is responsive, organized and keeps its promises.

Why This Work Matters

Our clients often come to us during some of the most stressful periods of their lives. They may owe the IRS or State of New Jersey. Their bank account may be at risk of levy. Their business may be struggling. They may be considering bankruptcy or dealing with a lawsuit.

The attorneys may ultimately solve the legal problem, but good client service depends on much more than legal work. Documents have to arrive. Calls have to be returned. Deadlines have to be tracked. People need to know what happens next.

You help make all of that happen. Your work may be behind the scenes, but it directly affects the experience of every client we serve.

If this sounds like you, upload your resume along with a cover letter detailing:

1. Why you think you are right for this position

2. Where you want to be professionally in 3 years and long term

3. How you would triage a Monday morning between professionals, administrative staff and yourself with phones ringing, deadlines, licensed staff having a full schedule and someone calling out.

Pay: $52,000.00 - $68,000.00 per year

Benefits:

• Paid time off

Work Location: In person