Legal Administrative Assistant

Are you a highly organized professional who thrives in a fast-paced legal environment and enjoys being the backbone of a collaborative legal team?

Under the guidance of the Chief Legal Counsel or their designee, the Legal/Administrative Assistant provides comprehensive administrative and legal support to an eight-person corporate legal department. This role is responsible for managing day-to-day administrative functions, supporting litigation and investigative activities, and ensuring accurate organization and tracking of legal files and documentation. The ideal candidate is highly organized, detail-oriented, and comfortable handling confidential information in a fast-paced environment.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Key Responsibilities

Legal Department Support

• Process and distribute daily mail, including date stamping and routing.
• Answer and manage department phone calls, directing inquiries as appropriate.
• Draft, transcribe, and finalize correspondence, including letters, memos, and pleadings.
• Maintain calendars for deadlines, meetings, and key events.
• Copy, scan, and organize legal documents.
• Coordinate travel arrangements, conference calls, and meetings.
• Assess departmental needs for equipment, supplies, software, and temporary staffing; coordinate procurement and maintenance of resources.
• Organize, maintain, and update physical and electronic legal files in accordance with document retention policies, including opening, closing, indexing, and archiving matters.
• Arrange staff meetings and other departmental events, including preparing agendas and recording minutes when needed.
• Prepare and distribute reports generated by the Legal Department.

Administrative Support to Counsel, Investigators, and Litigation Management

• Open and track new legal matters.
• Assemble case files and assist with document production, discovery requests and responses, and investigative support.
• Coordinate communications with witnesses involved in administrative or litigation matters.
• Process and manage requests for personnel files from employees and attorneys.
• Draft, revise, and finalize correspondence as requested.
• Maintain general file organization and management.
• Calendar deadlines and reminders for litigation and administrative proceedings.
• Process legal invoices and maintain accurate invoice tracking.
• Perform other related duties as assigned.

Additional Duties

• Process incident reports and ban letters.
• Administer abandoned vehicle documentation.
• Assist with presenting Legal Department functions during Manager-in-Training and other training programs.
• Perform additional duties as assigned to support department operations.

Backup and Cross-Training

• Cross-train on responsibilities performed by other Legal Department team members.
• Serve as backup coverage during vacations or other staff absences, as experience and time allow.

Qualifications

Education and Experience

• Bachelor’s degree from an accredited four-year college or university, paralegal certification, and/or
• Minimum of two years of related legal or administrative experience, or
• An equivalent combination of education, certification, and experience.

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency in document management systems and standard office software.
• Ability to manage multiple priorities and meet deadlines in a fast-paced legal environment.

This position is ideal for a detail-oriented professional who thrives in a collaborative legal setting and enjoys supporting a variety of legal and administrative functions.