Administrative Assistant

Job Overview

To provide onsite administrative support for the Legal Department, with particular emphasis on supporting the Department paralegals. 

Key Job Responsibilities

General administrative duties:

• Calendar meetings and schedule and assist with conference and Teams calls
• Maintain attorney calendars and coordinate schedules
• Coordinate and schedule travel arrangements
• Draft general correspondence and other documents
• Generate, edit and file correspondence and documents, and Legal Department reports 
• Facilitate service of process procedure
• Assist with audit letters (e.g., collection of information from outside counsel; collect information from internal department heads; preparation of quarterly and annual letter)
• Open and distribute Department mail 
• Support documentation and maintenance of Legal Department annual budgets, forecasts, and accruals.
• Process employee reimbursement reports for business expenses
• Transfer files to and from on-site and off-site storage

Provide support to paralegal team, including assisting with the following:

• Managing intake of legal assignments; tracking cases and legal projects 
• Opening, managing and closing paper and electronic files
• Assisting with processing of invoices (monitoring billing intake, setting up vendors, following up on invoice-related inquiries) 
• Managing asbestos case portfolio (for example, logging dismissals and settlements)
• Securing signatures on appropriate documentation (in-person or electronically), such as corporate approvals and contracts

And other duties as assigned by manager, General Counsel and other members of the legal team. 
 

Qualifications/Requirements

• Five to seven or more years of experience as an administrative assistant or office administrator (ideally with a legal department or law firm), - or comparable position with:
• Excellent time-management and organizational skills and comfortable prioritizing multiple projects from multiple individuals 
• Demonstrated ability to support of multiple professionals at the same time. 
• Expert knowledge in Microsoft Office Suite programs, software such as SAP/Ariba, and/or ability to learn other systems as required. 
• Proactive, self-starter who enjoys working independently with minimal supervision. 
• Must be detail oriented and possess high quality administrative legal skills and ability to maintain confidentiality.
• Familiarity with legal issues and terminology, processes and documentation.
• Must be willing to work onsite three (3) days per week, with some flexibility to come in additional days as required.

Additional Information