Legal Secretary/Legal Practice Assistant

Regular Full-Time Business Prof. Newark, NJ, US 5 days ago Requisition ID: 1764 FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid‑sized businesses and growth‑oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve. At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions. We are currently seeking a highly organized and detail-oriented Legal Practice Assistant to support our attorneys and other timekeepers through complex and specialized legal duties, requiring a strong understanding of legal terminology and processes. The ideal candidate is proactive, resourceful, and client-focused, with exceptional communication skills, strong attention to detail, and the ability to manage competing priorities while maintaining accuracy, professionalism, and sound judgment. Key Responsibilities: Understand the specific needs and business of the practice areas. Manage administrative tasks as requested, including, but not limited to, processing and distributing mail, preparing audit letter responses, completing expense reports, preparing check requests, and reviewing client invoices and billing statements. Manage the business intake process, run adversary searches, draft engagement letters, and open new files. Prepare, revise, and format legal documents and correspondence using various software applications and according to instructions. Proofread documents and correspondence for content, spelling, grammar, language usage, and punctuation, and save documents in final form. Prepare and e-file documents with applicable fees in state and federal courts and other agencies as needed and according to instructions. Liaise with courts as necessary. Manage incoming and outgoing telephone calls, mail (regular, certified, UPS, FedEx, etc.), hand deliveries, and emails. Support client development activities and provide direct assistance and support to clients. Maintain and manage timekeepers’ calendars, including court docket deadlines, conferences, teleconferences, depositions, and other meetings as requested. Create and maintain electronic and paper client files and indexes. Manage logistics for internal and external meetings as requested. Schedule and manage travel arrangements as requested. Assist the timekeepers and the team with projects, overflow work, administrative work, and other duties to provide support with a positive and collaborative approach to working with others. Job Requirements: High school diploma or equivalent. Minimum of three years of legal assistant experience required. Real estate experience strongly preferred. Prior litigation experience preferred. Highly proficient in Microsoft Office software programs. Ability to learn and apply practice group and/or firm specific software programs at a proficient level. Ability to work independently and collaboratively within a team structure. Ability to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Ability to cooperate, work and communicate effectively and professionally with Firm clients and Firm personnel at all levels on the telephone, by e-mail as well as in‑person. Ability to organize and prioritize numerous tasks and complete them under time constraints. Ability to work in a fast‑paced environment and shift attention from one area of work to another quickly and effectively. Ability to handle confidential information. FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status. FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short-and-long‑term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit‑sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements. The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. For applicants physically based in Newark, a reasonable estimate of the current range is $38.00 - $48.00 hourly. Actual pay will be determined based on skills, relevant experience and other job‑related factors, consistent with applicable employment laws. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position. #J-18808-Ljbffr FBT Gibbons LLP