Legal Administrative Assistant

CORE RESPONSIBILITIES AND TASKS:

(1) Coordination and Use of Thomson Reuters Legal Tracker (Formerly Serengeti Tracker), the Company's Legal Matter Management, e-Billing, and Legal Analytics System:

• Gather, enter, and maintain matter information.
• Manage and update invoice approval routes, ensuring that invoices are paid in a timely manner, and monitoring invoice delivery accounts payable department.
• Serve as the primary point of contact for all support requests from all Company users.
• Act as chief point of contact for other Company stakeholders.
• Update matter templates.
• Create reports.
• Train new staff as part of the onboarding process so that data is properly entered and maintained.
• Provide updates regarding how new features or functionality can benefit the Legal Department.
• Provide law firm and legal vendor support.

(2) Coordination of Attorneys' Work Flow:

• Act as a "traffic coordinator" by managing intake of new projects and legal matters.
• Communicate with Team Members, other members of the Legal Department, other Company employees, and outside law firms and vendors to take instructions, obtain information, and prepare reports.
• Perform calendar management on a daily basis by scheduling appointments and meetings.
• Ensure Team Members' schedules are not over-booked.
• Keep Team Members on time to meetings if applicable.
• Ensure Team Members have all the necessary information/material to take to meetings, as necessary.
• Receive, screen, prioritize, and channel communications.
• Responsible for answering Team Members' phones in a timely fashion, as necessary.
• Independently respond on behalf of Team Members when appropriate.
• Prepare for Company meetings by making sure conference room has appropriate equipment.
• Attend meetings and take notes as requested by Team Members.
• Manage relationships with Team Members and other members of the Legal Department, other Company employees, and outside law firms and vendors.
• Remind Team Members of deadlines and tasks.
• Assist with departmental projects.
• Additional office duties as assigned.

(3) Preparation of Legal Documents and Correspondence:

• Organize legal files and documents.
• File any new information/material from meetings.
• Prepare letters, memos, minutes, planning and scheduling of meetings and distribution of related materials.
• Coordinate departmental staff meetings and cross-functional project meetings.
• Prepare meeting materials such as PowerPoint presentations, meeting binders, agendas, minutes, communicating essential information to participants, etc.

(4) Management of Department and Administrative Matters:

• Coordinate Team Members' travel arrangements.
• Represent Team Members in meetings as requested.
• Review, summarize and analyze records; compile information and recommend actions, if applicable.
• Prepare expense reports and reconcile corporate credit card expenses.
• Route calls/emails to appropriate person.
• Process necessary Company forms.
• Order and maintain Team Members' office supplies.

"Job duties include contact with other employees and access confidential and proprietary information and/or other items of value, and such access may be supervised or unsupervised. The Company therefore has determined that a review of criminal history is necessary to protect the business and its operations and reputation and is necessary to protect the safety of the Company's staff, employees, and business relationships."

FORMAL EDUCATION:

Required:

• High School Diploma or GED

Preferred:

• Additional college or advanced training from an accredited institution

KNOWLEDGE & EXPERIENCE:

Required:

• Six years of legal secretarial experience; OR
• Eight years of secretarial experience for non-legal profession (accountant, corporate executive, human resources, etc)

Preferred:

• Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.
• Experience supporting a busy, high impact litigation practice
• Experience supporting complex civil litigation including insurance coverage, toxic torts and class action defense
• Experience preparing and organizing exhibits for depositions and trials

TECHNICAL/SKILL REQUIREMENTS:

Required:

• Exposure to administrative management systems such as billing system, travel system, expense reporting system
• Windows, MS Word, WordPerfect, Power Point, Outlook, and Excel
• Dictation transcription

Preferred:

• Experience with Summation software

TRAVEL REQUIREMENTS: (TIME SPENT AWAY FROM HOME OR OTHER TYPICAL OFFICE LOCATION)

• 0-5%