Administrative Assistant, Legal

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.    Provides general and professional-level secretarial/administrative duties by answering and directing calls, handling incoming and outgoing departmental mail, assisting with department calendaring and coordinating meetings, manages expense reimbursements; organizes and maintains electronic and physical filing systems in accordance with records retention policies. Provide administrative backup support during the absence of an Executive Assistant.
2.    Supports the departmental attorneys at all levels including, copying, scanning, printing, organizing, assembling documents, presentations and reports. Submits documents for signature in a contract management tool. Assists in maintaining confidential legal documents, regulatory reports, corporate governance records and databases. Tracks and updates attorneys' Continuing Legal Education (CLE) files.
3.    Collaborates with Accounts Payable to ensure timely invoice processing and payments, monitors payment schedules, tracks payments, and resolves payment issues. Prepares accurate check requests if necessary.
4.    Contacts and coordinates with Procurement and external vendors to get quotes for the goods and services required for the Legal Department. Purchases, maintains, and stocks office supplies.  Reviews and ensures accuracy of vendor item receipt and processes related invoices for payment.
5.    Assists Legal Operations with management of department operations including data migration, onboard/offboard legal staff in adherence to Legal’s onboard/offboard guidelines, communications, and data migration.
6.    Performs other duties as assigned to support the efficient operation of the department.

 EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High school diploma or GED required

• Bachelor’s degree or certifications (e.g. Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional Certification, etc.) preferred.

• Minimum two (2) years of experience in administrative support, preferably in a legal office environment required.

• Experience working in a professional environment, in law firm or in-house legal department, where confidentiality, initiative, sound business judgment, attention to detail, a fast pace and a flexible and adaptable approach are valued preferred.

• Extensive experience in managing calendars for multiple individuals and determining the priority of meeting requests and events preferred.

• Experience with legal drafting and assisting with various legal matter types, including document review for discovery is

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Exceptional planning and organizational skills with a quality focus and attention to detail and proactivity with ideas and recommendations for productivity and efficiency.

• Ability to quickly learn and adapt to new technologies, software platforms and digital tools.

• Exceptional verbal and interpersonal communication skills, grammar, business writing, and presentation preparation skills.

• Proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint, SharePoint, etc.).

• Ability to work independently, with a strong sense of initiative and self-motivation in providing pro-active support to managers and team members.

• Capacity to adapt and work effectively across a variety of situations, and with various individuals or groups.

• Ability to handle and prioritize multiple simultaneous assignments, managing critical deadlines, with extraordinary attention to detail and time management skills.

• Ability to ensure department confidence and safeguards operations by keeping information confidential.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional Certification preferred.

• No Driving Responsibilities: Role does not require a driver’s license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.

• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.

• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.

• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.

• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!