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Years of Experience
Date Last Verified
Executive Coordinator The candidate will serves as a member of the Legal Department and as a team member. Will reports to the Attorney Site Lead. Provides administrative support for designated attorneys (the “Supervising Attorneys”), subject to change based on the needs of the Pasadena Office. Provide prompt administrative support for Supervising Attorneys, including, without limitation: Maintain and assist Supervising Attorneys in managing daily calendars, including, scheduling appointments, conference calls and meetings. Assemble agendas, necessary files and background materials for scheduled meetings or calls. Arrange meetings, as requested (including reserving rooms, obtaining appropriate AV equipment, catering, etc.). Make travel arrangements as requested. Process business expenses in Concur. Receive mail and visitors. Answer phones of Supervising Attorneys, triage caller requests and refer to appropriate parties. Participate in back up phone coverage for Pasadena Office, if requested. Complete simple contract templates and forms as directed by Supervising Attorneys. Draft simple letters and correspondence on request of Supervising Attorneys. Proofread for spelling, grammar, capitalization, gender, page and section numbering of contracts in preparation for execution. Conform with Legal Department’s Contract Life Cycle (CLM) Protocol, and other applicable database standards including, but not limited to document, footer and matter naming conventions; and remain current on updates to the standardized protocols. Revise Word documents of significant length through several drafts. Create and populate PowerPoint presentations and Excel spreadsheets. Assist in coordination of system-wide projects for which a Supervising Attorney is primary legal support, including calendaring, distribution lists, taking minutes or doing other tasks as directed. Adopt quickly and maintain proficiency in Legal Department information technologies, which include : MS Outlook calendaring; Practice Manager (PM), a matter management system; E-billing/invoicing (Quovant); RMS file system for hard files; Concur (expense reporting); API Team Connect (employee time keeping). Input and maintain accurate information in data bases as needed to support management of contracts and non-contract matters through normal life cycle. Organize and maintain both electronic & hard copy files. Maintain the confidentiality of attorney-client communications. Participate in activities rotated or shared by support staff of the Pasadena Office, such as receiving subpoenas. Perform other duties as assigned.
Qualification and Experience
The candidate must have 5+ years’ work experience in law firm or in-house legal department, or in company of substantial size. Bachelors’ degree or paralegal certification is preferred. Experience in contracts, litigation, or data base administration is helpful. Must possesses an understanding of contract terms and terminology sufficient to support a heavy contracts practice or has prior experience supporting attorneys engaged in large business transactions. Must have good reading, writing and proofing skills. Must understands and upholds law firm practices regarding attorney-client confidential and privileged information. A working knowledge of technology and medical terminology is helpful. Must be familiar with and proficient in the use of databases and other information technology, in addition to full working knowledge of MS Office 2010 for PCs, including Outlook, Word, Excel, PowerPoint, and Access.
Job ID 2018-46852
Company infoHiring Coordinator