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Years of Experience
Date Last Verified
Legal Assistant and Contract Specialist The candidate provides administrative assistance to the Corporate Counsel, conducts routine legal and general research, and prepares legal documents and other materials for Corporate Counsel’s review. Maintains file system for all legal matters, including notices, proxies, affidavits, agendas, ballots, minutes, and related memoranda. Assists with drafting legal documents including contracts and contract amendments, correspondence, memoranda and summaries. Assists with drafting Board documents (minutes, resolutions, certifications, etc.) for Corporate Counsel’s review and compile Board of Directors Conflict of Interest Reports, including distribution of annual forms, create and maintain Board document filing system, and annually compile list of related parties for Museum’s financial needs. Assists with drafting legal documents pertaining to Museum’s real estate interests, including deeds, leases, assignments and other conveyance documents, as well as coordinating with realtors, escrow companies and real property managers. Track contracts and update contract management sheet. Research corporate entities and/or individual contractors in various states, counties, and occasionally countries, for compliance issues prior to drafting contracts. File documents with Court (First Circuit, Land Court, etc.). Work with departments throughout the campus to fulfill legal needs/answer questions/gather information. Process invoices for Legal department and complete contract summary worksheets. Act as liaison to Museum’s insurance company to process invoices, assist with completing necessary applications, notify insurance company of incidents, coordinate certificates of insurance and coordinate coverage for incoming traveling exhibits and other related insurance matters and schedules. Register Corporate Counsel for seminars, conferences, etc. Complete Corporate Counsel’s expense reports, credit card log sheets, travel requests, mileage reimbursements and other administrative reports as required. Coordinate Corporate Counsel’s travel accommodations for trips. Coordinate meetings for Corporate Counsel and assist with calendaring appointments. Sort and distribute mail for the Legal department, and general filing and file maintenance.
Qualification and Experience
The candidate must have 3 years of prior experience in a legal environment working as a legal assistant and contract specialist or similar position. Should have Bachelor’s Degree. Paralegal certificate or other certificates of experience is preferred. Excellent written and oral communication skills is needed. Able to operate standard office equipment, including and not limited to, phones, PC computer, fax machine, copier, scanner, etc is must. Familiarity with real property, board governance and non-profit organizations is preferred. Proficiency in Microsoft Office Word, Excel, Access, Outlook, PowerPoint, Adobe Reader, Adobe Acrobat Standard is must.
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