Recruiting and Administrative Assistant

Lowenstein Sandler
Published
August 3, 2022
Location
Palo Alto, CA
Category
Job Type

Description

Who We Are:

Lowenstein Sandler is one of the most sophisticated law firms in the United States, with over 375 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, New Jersey, Utah, and Washington, D.C. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse, equitable, and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.


What You Will Do:

This position will sit in our Palo Alto office and currently offers a hybrid remote work opportunity.

Provides administrative support to the Palo Alto and Utah offices, along with supporting the Attorney Recruiting Manager in Roseland, NJ. This includes secretarial, word processing, administrative and clerical support to the Office Administrator, attorneys and other staff. Familiar with a variety of the Firm’s concepts, practices and procedures. Works on special projects as assigned.

Essential Job Requirements:

Administrative/Clerical

  • Serves as back-up point of contact in absence of Office Administrator; assists attorneys and staff with questions regarding office procedures, work overflow, etc.
  • Set up and maintain files and records kept by Office Administrator.
  • Works with vendors to ensure accounts are current, schedules are maintained, etc.
  • Assist with new employee orientation, including office tours.
  • Set up and provide tests to applicants, as needed.
  • Prepare new hire packets.
  • Assist with updating office related forms.
  • Assist with updating procedures, emergency plan, office intranet page, etc.
  • Work with secretarial staff to maintain and update secretarial profiles.
  • Under general supervision, review check requisition forms for completeness, prepare checks, submit weekly and monthly requisitions and check stubs to Accounting.
  • Arrange bank deposits with Office Services personnel; compile and provide supporting documentation to Accounting.
  • Forward A/R checks to Accounting or deposit directly into Firm’s bank account.
  • Prepare monthly credit card and petty cash reconciliation reports and forward to Accounting once approved.
  • Assist with preparing manual checks and ensuring the account is current.
  • Serve as back-up Receptionist, as needed.
  • Assist with other job related tasks as assigned.
  • Ability to work remotely and ensure that tasks are completed timely and efficiently; maintains regular communication with staff, attorneys and supervisor while working remotely. Ability to follow firm policies and procedures while working remotely.

On-Campus and Entry Level Recruiting

  • Point person for all OCI and attorney interviews for the Palo Alto and Utah offices.
  • Work closely with Manager of On-Campus Recruiting to schedule Summer Associate events, prepare OCI binders and correspond directly to candidates to schedule interviews, arrange travel, etc.
  • Prepare for the fall recruiting season, including compiling attorney OCI interview materials with resumes and evaluation forms. Assist with callback interview escorting and scheduling.
  • Provide administrative support related to the firm’s Summer Program (all aspects of coordination) and the annual recruitment process, which includes hiring for the firm’s summer and fall programs.
  • Create interview schedules and assemble interview materials for candidates.
  • Track all interviewer feedback and evaluations, and prepare for Recruiting Committee member reviews. Add OCI interviewer feedback to database and candidate files.
  • Receive and escort candidates to attorney offices and ensure interview schedules run on time.
  • Coordinate, parse and maintain information in the Legal Recruiting database.
  • Legal Recruiting support may also include:
  • Scheduling room reservations and creating candidate files.
  • Assembling information for meetings.
  • Candidate Travel: Arrange car service, flight/train travel with candidates.
  • Communicate information related to interviews to those internally involved in the process (including lawyer interviewers, legal recruiting staff, and reception staff). Send confirmation notes to each interviewee with driving directions, and other related information.
  • File, organize and maintain legal recruiting files and records.
  • Handle all catering requests for Summer Associate events and other recruiting events.
  • Assist with special projects.

Skills, Knowledge, and Abilities:

  • 2-3 years of administrative/clerical experience, preferably in a law firm environment.
  • Excellent attention to detail.
  • Excellent time management and organizational skills.
  • Strong interpersonal, written and verbal skills.
  • Ability to anticipate, plan and execute accordingly.
  • Ability to work in a fast-paced environment and strong follow-through skills. Flexibility in responding quickly and positively to shifting demands and opportunities.
  • Must be adept in communicating sensitive information and maintaining complete confidentiality.
  • Proficient with Microsoft Word, Excel, PowerPoint and Outlook.
  • Ability to treat sensitive/confidential information with appropriate discretion.
  • Ability to interact effectively with internal client base, upholding a professional demeanor at all times and demonstrating an attitude of cooperation.
  • An orientation to customer service and able to work in a team environment.
  • Maintain reliable attendance records. Arrive to work in a timely manner and observe prescribed work break and meal periods.
  • Be familiar with and adhere to all firm policies and procedures.
  • Ability to read various documents, both hard-copy and electronic version. Documents may be memorandums, emails, instructions, directions, etc.
  • Ability to effectively communicate with internal client base to respond to needs, requests and provide status as needed.
  • Strong team player but can act independently as required by the role.

Office Location: Palo Alto, CA

Schedule: Full-time, Monday through Friday, 9:00 AM - 5:30 PM

Amount of Travel Required: 0


Disclaimers:

Lowenstein Sandler LLP is requiring that all prospective employees present proof that they are fully-vaccinated against COVID-19, or seek a reasonable accommodation for religious or medical reasons, prior to their first day of employment.

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.

Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.

Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.

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