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Title:

Paralegal/Executive Assistant to the General Counsel

Department:

Office of the General Counsel

Reports To:

Senior Vice President of Legal Affairs, General Counsel, and Secretary of the Board

Position Type:

Staff

Position Summary:

The Paralegal/Executive Assistant provides high-level administrative and legal support to the General Counsel at New Jersey Institute of Technology. This position supports legal operations by performing legal research, drafting documents, managing case files, and coordinating with internal and external stakeholders. The incumbent also serves as the primary point of contact for scheduling, communication, and operational support for the General Counsel.

Essential Functions:

Legal Support (Paralegal Functions):

-Draft, review, and edit legal documents, including contracts, agreements, memoranda, policies, and other institutional documents, ensuring accuracy, clarity, and compliance.

-Conduct legal and factual research using electronic databases and other resources.

-Organize, maintain, and update legal files, databases, and document management systems to ensure accurate recordkeeping and timely retrieval.

-Support institutional compliance efforts by monitoring regulatory deadlines, licensing requirements, accreditation standards, and reporting obligations.

-Coordinate with outside counsel, government agencies, regulatory bodies, and internal university departments on legal matters.

-Track, analyze, and summarize legislation, case law, and regulatory developments affecting higher education, employment, student affairs, research, and institutional operations.

-Assist in preparing reports, presentations, and documentation for governing boards, accrediting agencies, and regulatory entities.

-Provide support in responding to subpoenas, public records requests, and audits.

-Perform other duties as assigned in support of the General Counsel and institutional priorities.

Executive Assistant Functions:

-Manage the General Counsel’s complex calendar, including scheduling meetings, hearings, and committee sessions, while anticipating and resolving conflicts proactively.

-Coordinate travel, logistics, and event planning for legal and administrative functions, ensuring seamless execution.

-Draft, proofread, and distribute correspondence, memoranda, and communications on behalf of the General Counsel with a high degree of accuracy, professionalism, and confidentiality.

-Serve as a liaison between the Office of the General Counsel and other departments and external stakeholders.

-Organize, maintain, and safeguard confidential legal and administrative records in compliance with institutional policies and applicable privacy regulations.

-Assist in the preparation of reports, legal briefings, board material and presentations.

-Coordinate special projects, cross-departmental initiatives, and other duties as assigned in support of the university’s legal and operational objectives.

Prerequisite Qualifications:

Education and Experience:

-Bachelor’s degree.

-Paralegal certification from an ABA-approved program preferred.

-Minimum of 3–5 years of combined experience in a legal environment and in an executive support role, preferably in a higher education, law firm, or public sector setting.

Skills and Competencies:

-Strong understanding of legal terminology, procedures, filings, and documents.

-Excellent written and verbal communication skills.

-High degree of discretion, integrity, and professionalism when handling confidential information.

-Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and legal research tools (e.g., LexisNexis, Westlaw).

-Ability to prioritize tasks, manage multiple deadlines, and work independently and collaboratively.

-Exceptional organizational and problem-solving skills.

At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Travel:

-<5%

Bargaining Unit:

Non-Aligned

Range/Band:

12

Salary Information:

In compliance with the NJ Pay Transparency Law, the annual salary range for this position is $90,000-$100,000 (USD). NJIT considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. This pay range represents base pay only and excludes any additional items such as incentives, bonuses or other items.

To learn more about the comprehensive benefits NJIT offers for this position, please visit our benefits page: https://hr.njit.edu/health-benefits.

FLSA:

Exempt

Full-Time