Paralegal / Executive Assistant

Location US-NJ-Bridgewater
Posted Date 3 weeks ago(2/22/2018 11:57 AM)
Kashiv Pharma LLC.


Kashiv Pharma, LLC. is an emerging pharmaceutical research and drug delivery company focused on developing innovative technologies, improved medicines and life cycle management products. Kashiv also offers contract research and development services to pharmaceutical clients in need of formulation and analytical development expertise and/or clinical supply manufacture.


This position handles day-to-day administrative responsibilities including, but not limited to: scheduling internal and external meetings, maintaining complex calendars and travel plans (domestic & international), obtains travel Visa’s when necessary. Placing and receiving phone calls; sending and receiving email and written correspondence, sending faxes, photocopying and scanning of correspondence and documents. Processing expense reports, maintaining paper and computer files, editing and compiling PowerPoint presentations and compiling data for weekly/monthly dashboards. Assist with project management of regular functional activities and interact with various levels of management both inside and outside the company to gather and prepare information relative to the manager’s functions/responsibilities. The ability to execute professional level tasks with minimal direction is essential. This role is responsible for supporting the legal department and interacts with internal and external stakeholders.


  • Support legal and executive teams in a fast paced, multi-dimensional in house practice area
  • Perform professional level administrative tasks that are sensitive in nature, requiring independent judgment, initiative and tact
  • Advanced computer skills using Microsoft Outlook and MS Office – PowerPoint, Word, Excel and SharePoint
  • Manage and prepare presentations for internal and external audiences, under general direction (does not typically facilitate presentations)
  • Organize and maintain necessary confidential files and records for department as required
  • Assist legal and executives in the administrative management and tracking of on-going matters, including matter status updating and coordination with internal and external counsel
  • Manage legal accruals, forecasts, outside counsel billings and status reports.
  • Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services)
  • Coordinate and manage offsite and onsite meeting logistics (international and domestic)
  • Liaise with other Executive Administrative Assistants to coordinate meeting and complex travel logistics: air, ground transportation, meeting preparation, agenda preparation and dinner arrangements, etc.
  • Coordinate conference calls with internal and external customers and business partners
  • Work independently with only general guidance on a variety of special projects
  • Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last minute schedule changes and urgent meeting requests
  • Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system
  • Arrange domestic and international travel; process visas and passport renewals as needed
  • Performs other functions as required or assigned
  • Complies with all company policies and standards


  • Associates degree or equivalent required; college degree preferred
  • Executive Admin 8+ years of experience; Minimum of 3 years as Legal Administrative Assistant.
  • Pharmaceutical industry experience desired.
  • Microsoft Office 2010 (PowerPoint, Excel, and Word) 
    SharePoint and Visio a plus.
  • Ability to work independently and exercise good discretion and judgment when problem solving administrative issues.
  • Must have strong analysis/problem solving abilities, a proven ability to pay close attention to details and show strong initiative; Strong interpersonal skills and the ability to be proactive with calendar management and meeting preparation and planning
  • Professional demeanor and the ability to interact with internal/external customers in a positive and professional manner always
  • Must be willing to work overtime as needed


The successful candidate is eligible to participate in Kashiv Pharma LLC health insurance and 401(k) plans.  Kashiv Pharma LLC is an equal employment opportunity employer and does not discriminate against any applicant because of race, creed, color, age, national origin, ancestry, religion, gender, sexual orientation, disability, genetic information, veteran status, military status, application for military service or any other class protected by state or federal law.


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