Administrative Support:
- Prepare and format legal documents, including letters, briefs, motions, and agreements.
- Handle incoming and outgoing mail, email, and phone calls.
- Schedule and coordinate meetings, appointments, and court dates for legal staff.
- Maintain and organize electronic and physical files, ensuring confidentiality and compliance with record-keeping policies.
Document Management:
- Create, manage, and archive legal documents and correspondence.
- Conduct basic research and compile data as needed.
- Proofread and edit documents for accuracy and clarity.
- Prepare and format internal presentations, including PowerPoints.
Internal Department Interaction:
- Serve as a point of contact for legal department, providing information and answering basic inquiries.
- Coordinate with personnel in other internal legal and business departments to obtain necessary documentation and information.
Office Management:
- Arrange meetings, including securing meeting rooms, preparation of meeting agenda, communicate with attendees, and organize catering, video-conferencing and supplies.
- Coordinate with external vendors.
- Manage administrative aspects of the legal department, such as billing and invoicing.
- Arrange business travel including flights, accommodation and other aspects of business travel involving cost or expenses.
Compliance and Confidentiality:
- Ensure all activities comply with relevant laws and regulations.
- Maintain the confidentiality of sensitive information and documents.
Requirements
- Prior experience supporting senior counsels and executives
- Minimum five years of administrative experience
- Proficiency with legal tools and technology (such as iManage), Office 365 (including Outlook, Teams, PowerPoint, Word, Excel, Forms etc.) and SharePoint
- High ethical standards and ability to maintain strict confidentiality
- Effective communications, including ability to communicate clearly, simply and directly with excellent professionalism
- A highly motivated self-starter and team player who has a “can do” attitude, takes initiative, proactively drives actions and is capable of working in a fast-paced team environment under pressure and tight deadlines and with business clients, lawyers, outside counsel and staff.
