Legal Administrative Assistant

4 weeks ago

Philadelphia, United States FMC Full time

Overview:

The Law Department is seeking a driven Legal Assistant to perform responsibilities which will include a full range of diverse administrative duties. The successful candidate will be involved in regular contract and data management, billing, record keeping, and making travel and meeting arrangements both domestic and international. The successful candidate will frequently access confidential information and files and will communicate with people at all levels in the organization, industry and community. This position requires independent judgment and attention to detail, as well as cultural awareness to effectively communicate with and support interactions with a variety of stakeholders. A strong expertise in MS programs, such as PowerPoint, Excel, Word, and Docusign and easy adaptability to other electronic applications particularly billing and contract management systemsis required.

General Responsibilities:

  • Provide high-level administrative support for a team of attorneys and paralegals, including but not limited to travel arrangements, expense reports, invoices, meeting coordination, and administration of voice/email/mail.
  • Responsible for heavy calendar management, requiring interaction with domestic and international internal and external stakeholders.
  • Support attorneys and Legal Operations Manager in the maintenance of tracking of departmental budget.
  • Responsible for a substantial volume of paper and electronic filing that requires attention to detail.
  • Responsible for a substantial volume of data organization and manipulation that requires thoughtfulness and attention to detail.
  • Manage files on and off-site in accordance with document retention policy.
  • Format, prepare, and finalize documents for attorney review.
  • Communicate effectively with internal/external sources (business, teams, consultants, other advisors).
  • Support management of complex and confidential records, including managing SharePoint sites and create electronic filing systems.
  • Prepare, review, and summarize various reports and documents. Retrieve data from appropriate systems; input into spreadsheets; check for accuracy of figures; analyze information and issues reports.
  • Manipulate and organize data in spreadsheets to complete existing forms or create forms for attorney review.
  • Prioritize and manage multiple assignments and/or projects simultaneously, often under time constraints, and follow through on issues in a timely manner.

Qualifications

* Strong secretarial experience working either in a corporate legal department or law firm and/or equivalent administrative experience.

* Strong Computer knowledge/skills (Word, Excel, PowerPoint, SharePoint, SAP, Docusign, Legal Tracker) required.Experience working with contract management systems such as Agiloft preferred.

* Excellent interpersonal skills to work well in team environment and take projects on from multiple staff members. Must be able to interface with numerous departments and high level contacts.

* Demonstrated work maturity/development with a strong attention to detail.

* Must be project-oriented with high level of initiative, judgment and accuracy.

* Excellent judgment and discretion in handling confidential material, such as personnel information, financial data, etc.

* Excellent written and oral communication skills.

* Demonstrated ability to be flexible and adaptable to changing environments

* Demonstrated ability to work under pressure and under tight deadlines

* Demonstrated ability to work independently, organize and establish priorities

* Flexibility to work early morning or late hours and overtime as required

Required Education/Work Experience:

* High School diploma or equivalent required

* A certification program, associates or college degree is a plus

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