Administrative Assistant

Job Title: Legal Administrative Assistant

Location: 95 Old Short Hills Road

Department Name: Executive Support

Status: Salaried

Shift: Day

Pay Range: $60,000 - $80,000  per year

Pay Transparency: The above reflects the anticipated annual salary range for this position if hired to work in New Jersey.

The compensation offered to the candidate selected for the position will depend on several factors, including the candidate's educational background, skills and professional experience.

Job Overview:

RWJBarnabas Health is seeking a highly organized and detail-oriented Administrative Assistant with demonstrated experience supporting legal professionals to join our Legal Department. The ideal candidate will have a strong background in drafting, revising and redlining contracts and legal agreements, drafting, proofing and revising correspondence and reports, and performing administrative and operational support for a dynamic legal team.  As a key member of our team, you will provide comprehensive administrative support to the legal team, helping ensure the efficient operation of the department. This position requires a highly organized individual with strong communication skills, the ability to handle sensitive information with discretion, a proactive approach to problem-solving and the ability to manage multiple priorities in a fast-paced confidential environment.

Reports to:

The Administrative Assistant, General Counsel Office will report directly to the Executive Vice President and Chief Business Development and Legal Officer or her designee.

As an Administrative Assisstant, a typical day might include:

• Provide high-level administrative support to attorneys, including managing calendars, scheduling meetings, and organizing appointments
• Draft, revise and redline a variety of contracts, agreements and legal documents
• Draft, format and proofread legal correspondence, memoranda and formal reports for accuracy, clarity and compliance with department standards
• Assist attorneys and legal staff with document management, including maintaining version control and archiving executed agreements
• Support the execution and routing of contracts for signature, including the use of electronic signature platforms (e.g., DocuSign)
• Manage and maintain legal files, both physical and electronic, ensuring they are up-to- date and easily accessible
• Assist in the preparation of legal presentations, reports, and memoranda
• Coordinate and facilitate communication between the Legal Department and internal departments, external counsel, and third parties
• Prepare agendas, take meeting minutes, and follow up on action items as needed
• Handle confidential and sensitive information with the utmost discretion and professionalism
• Manage department invoices, track expenses, and assist with budget management and reporting in compliance with system procedures
• Coordinate logistics for department meetings, conferences, and events
• Perform general office duties, including answering phones, ordering supplies, and ensuring the department runs smoothly

This role might be for you if:

• You enjoy building strong partnerships and serving as a trusted advisor to leaders and employees.
• You have strong communication and relationship-management skills.
• You are highly organized and able to manage multiple priorities simultaneously.
• You thrive in a fast-paced environment and can adapt to changing business needs.

To be considered for this opportunity you must possess:

• At least 5 to 7 years of administrative support experience, preferably in a legal or healthcare environment
• At least 2-3 years of experience in a law firm/legal department drafting, revising, and redlining template contracts, agreements and legal documents and drafting, proofing and revising correspondence and reports
• Bachelor’s degree or equivalent experience preferred
• Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document redlining tools (Microsoft Word track changes and/or redlining software)
• Familiarity with legal terminology, documentation, and processes is preferred
• Excellent written and verbal communication skills
• Strong organizational skills and the ability to manage multiple tasks simultaneously under tight deadlines
• Ability to work independently and collaboratively in a fast-paced environment
• Strong writing, editing and proofreading skills with exceptional attention to detail and high level of accuracy
• Discretion and confidentiality in handling sensitive legal matters
• Knowledge of healthcare regulations and compliance is a plus
• Experience with legal or contract management systems and AI technology is a plus

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits and Perks

At RWJBarnabas Health, our employees are at the heart of everything we do. Driven by our Total Wellbeing Promise, we offer comprehensive benefits and resources designed to support your physical, emotional, financial, personal, career, and community wellbeing, including:

• Paid Time Off, including Vacation, Holidays, and Sick Time
• Medical, Dental, and Vision Insurance
• Prescription Drug Coverage
• Retirement Plans
• Disability and Life Insurance
• Paid Parental Leave
• Tuition Reimbursement
• Student Loan Planning Support
• Flexible Spending Accounts
• Wellness Programs
• Voluntary Benefits, including Pet Insurance
• Community and Volunteer Opportunities
• Employee Discounts through partners such as Verizon, NJ Devils, and NJPAC
• And more!

Choosing RWJBarnabas Health

RWJBarnabas Health is New Jersey's leading academic health system, dedicated to providing patient-centered, high-quality care while creating an exceptional employee experience. As an HR Business Partner, you will play a critical role in supporting the workforce that powers our mission of building and sustaining healthier communities throughout New Jersey.

Join our Human Resources team and explore opportunities to make a meaningful impact across one of the largest and most respected healthcare systems in the region.

Equal Opportunity Employer