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In-House
Legal Staff
Corporate - General
3-7 yrs required
Legal Assistant The candidate will be responsible to support firms Digital and marketing attorney’s and staff by performing a wide range of administrative tasks, including: Scheduling-Outlook calendar management and scheduling. Work with firm to coordinate travel, visa’s, passports for the team as needed. Deadline management for matters, operational reports (CFE’s, QBR’s, OTP, CSR) and COE reporting. Arrange and coordinate team meetings, venues, vendor management and room setup, prepare materials and arrange necessary audio/visual equipment. Accounting, Vendor set up, invoice coding and PO management. Understand the operational finance guidelines and work with Accounting and Global Operations to ensure timely payment and processing of vendor invoices and follow-up on questions. Law Firm Budget /threshold management – work closely with team and sometimes with the outside law firms on matter budget management, invoice processing (through Legal Tracker) and follow-up questions. Budget management: understand the budget for the COE and assist with reporting and tracking as needed. Process expense reports in an accurate and timely manner and resolve issues as needed. Document Production - Manage, organize and maintain paper and electronic files for various legal matters. Archiving and retrieving records from storage and generating active/closed file reports as well as assisting clients. Input and coordinate documents in the system; manage COE folders and adhere to COE document management guidelines and processes. Review and edit documents and emails for appropriate grammatical usage. Presentations: interpret needs to produce effective presentations; create high-quality graphic and text presentations often under tight timeframes. Maintain COE organizational charts. COE-specific support as needed. Legal Tracker – run reports and analyze to confirm invoices are accurate and are being processed in a timely manner and hitting the correct matter, project code and cost center. Support attorneys with CLE tracking, registration of trainings, reporting and payment of bar membership dues. COE-specific reporting as needed. General Administrative - Field phone calls as needed and route inquires to the appropriate party. Mail processing. Prepare supply requisitions and shipments, both foreign and domestic. Copying, faxing, scanning of legal and personnel documents. Prepare copy and distribute correspondence and basic legal documents. Accurately and efficiently type, edit and proofread correspondence. Act as a liaison between clients and the COE lead by furnishing and requesting information as needed and assist in completion of administrative reports. On boarding support for new hires joining the team. Be a team player and available to cover other team members as needed. Process BES passes for vendors. Scan documents to mail or store electronically in the document management system. Work with team executives to prepare meeting agendas, record detailed meeting notes, distribute and file. Research and procure product as needed. Legal Specific - Serve as a liaison between outside counsel and internal lawyers. Manage waivers for firm sponsored events. Conduct preliminary legal research as necessary including review of existing files and documents as requested. Archiving digital and hard-copy records management and definition of the process. Draft and type correspondence, proofread and edit legal documents. Process agreements and work with internal departments to obtain the supporting documentation and information. Possibly serve as a Notary Public for the COE. Work Flow and Process Creation/Management. Support of work flows for communications as related to the COE serve as a central point of contact for general practice information and respond tactfully and promptly to inquiries and problems. Budget management: understand the budget for the COE and assist with reporting and tracking. Serve as a liaison between outside counsel and internal lawyers. As needed project support, research, analysis and presentation creation.
Qualification and Experience
The candidate must have a High School diploma or college degree. 3 to 7 years of increasing responsibility as an Administrative Assistant or Legal Secretary in a law firm or corporate department. Excellent oral communication and organizational follow-up skills are needed. Ability to quickly grasp new concepts is necessary. Must demonstrate excellent attention to detail and ability to concentrate for long periods of time is essential. Common sense and ability to think through scenarios to identify the best course of action is required. Ability to manage multiple tasks at one time and prioritize and carry out responsibilities independently in a fast-paced work environment is necessary. Must be proactive and take initiative in seeing tasks to completion. Excellent follow up to ensure adherence to deadlines is must. Must be comfortable with ambiguity and be resourceful enough to find solutions. Flexibility and understanding of how to work within a newly forming organization is critical; previous experience working within a team undergoing organization development and forming is preferred. Ability to maintain confidentiality of sensitive information and use discretion in dissemination of information is needed. Strong interpersonal, team-building and people skills; a team player able to establish and build partnerships with all levels of management and business partners are critical. Ability to exercise a high degree of professionalism as position interacts with upper level management is necessary. Must have strong computer skills, including string skills with Microsoft Office (Word, Outlook, Excel, PowerPoint, SharePoint and Visio). Experience with Legal Tracker and conferencing systems is preferred.
Job ID 00418893
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