Executive Assistant, Legal

Provide administrative support to the department by conducting legal research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

Duties And Responsibilities

• Maintains the inflow and outflow of goods and items, arranges for repair and maintenance of office equipment; orders and dispenses supplies; receives, stores, and maintains inventory of office supplies and equipment; and sends, receives, and sorts mail and other packages.
• Answering the telephone, giving callers information, taking messages, or transferring calls to appropriate individuals.
• Complete forms in accordance with company procedures.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Mailing letters, pleadings, and other documents.
• Maintain scheduling and event calendars and coordinate conferences and meetings.
• Distribute incoming mail to appropriate recipients and other material and prepare answers to routine letters.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Collect and disburse funds from cash accounts and keep records of collections and disbursements.
• Conduct searches to find needed information, using such sources as the Internet.
• Learn to operate new office technologies as they are developed and implemented.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheets, word processing, database management, and other applications.
• Monitor and track contracts in the review and approval phase of contract negotiations.
• Handle and process all copying and filing needs for the department.
• Update system contract records and log and scan contracts as appropriate.
• Prepare legal documents, written correspondence, reports, facsimile cover sheets, and various other documents, including but not limited to letters, memos, and reports.
• Provide administrative support and perform other duties as may be assigned by management from time to time.
• Perform legal and other research as requested and support lawyers as needed.
• Attend to special instructions on miscellaneous and official matters.
• Makes business travel arrangements

Requirements

QUALIFICATIONS AND REQUIREMENTS:

• Minimum (2) two years of experience in secretarial administration in the legal environment
• Familiar with the court and notarial process.
• Bachelor’s degree in Law, Political Science, or Paralegal Certification or related (desirable).
• Brilliant written and verbal communication skills
• Proficient in computer and Microsoft Office
• Ability to grasp and interpret legal documents.
• Analytical thinker with strong conceptual and research skills.
• Must be able to perform shift duties and work on weekends and public holidays, as necessary
• Advanced organizational skills and detail oriented.
• Systematic knowledge of databases and tracking systems.