Legal Assistant

General Description: 

The Legal Assistant assists the VP of Legal in all administrative support duties.    

Essential Duties and Responsibilities:

Receives, manages and process all corporate legal invoices for payment. This includes processing invoices upon receipt payment, coding, tracking and confirming payment of all legal corporate invoices as received and providing weekly reports on invoices processed and remaining for payment. Manages and tracks all of the continuing legal education requirements for the department, including tracking approved conferences, seminars, and other educational requirements, travel arrangements, submission of payment and monies spent per legal employee individual, providing quarterly reports to the VP of Legal on spend and budget constraints. Assists the VP of Legal in the Company budgeting process, including producing historical spend reports and trends sufficient to enable the VP of Legal to estimate future financial budgetary needs, liasing with and submission to the Finance Department. Attends confidential corporate meetings for the purpose of taking notes, drafting minutes and agendas. Assists with the coordination, training and onboarding of all legal support staff for the department. Assists the Legal Department with travel coordination. Assists in reconciling travel expenses for all Legal employees. Coordinates all changes due to delays, cancellations or changes of plans. Assists VP of Legal Department in all administrative duties required, to include answering their phone, recording messages, arranging meetings, conference calls, ordering office supplies, and in-office luncheons, etc. Assists VP of Legal Department with correspondence, document production, and file management. Other office and administrative support duties as assigned. No travel is required for this position. Performs other duties as required. 

Supplementary Information: 

This job description has been prepared to indicate the general nature and level of the work that the employees perform within their classification. This description is not and cannot be interpreted as an inventory of all the duties, tasks, responsibilities and qualifications required for the employees assigned to this job.  

Education and / or Experience: 

High School Diploma required. Some college or an advanced degree is not required, but preferred. Five to seven years of experience as a legal, executive assistant or office manager in a law firm or in-house legal department setting. Proficient in Microsoft Office including Outlook, Word, Excel and PowerPoint. Ability to work well with others to include executives and personnel from all levels of company in coordinating action items and greeting other incoming executives for meetings and conferences. Excellent oral and written communication skills. Organizational/multi-task oriented skills are essential in this position. Ability to work well under pressure and short notice to support needs of company executives.  

Licenses and / or certifications: N/A