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Legal Administrative Assistant
4 months ago
Job Overview
Solu is currently seeking a highly skilled Legal Administrative Assistant to join our client’s legal team. In this pivotal role, the successful candidate will provide indispensable administrative support, ensuring the seamless operation of the legal department.
Job Responsibilities:
- Draft and/ or edit a variety of correspondence and other documentation, at the direction of the attorneys based upon requests from the applicable business department for attorney review, and legal assistance.
- Assist in preparation of PowerPoint slides for Board Meetings, and other presentations.
- Prepare and track a variety of reports that may include government filings, travel, expenses, continuing legal education, contract databases, co-branding partner list, federal rules & regulations, legal articles etc.
- Monitor LegalEase proxy boxes and timely submit legal ease records for paralegal and attorney review.
- Work with the applicable submitter to ensure timely submission and tracking of marketing and other materials requiring regulatory submission.
- Prepare, submit, and track advertisement filings within the SERFF platform with the Department of Insurance and Financial Institutions (DIFI)
- Follow contracts in the Archer contract management system through the entire contracting process, including assigning reviews to attorneys, assisting in preparation of attorney drafts, obtaining input from requesting departments, sending duplicate originals for signature, and receiving signed originals for storage in files.
- Maintain databases or similar systems to track the status of contracts, government filings or other projects as requested.
- Schedule a variety of meetings and arrange for travel accommodations for attorneys.
- Provide back-up as needed for department telephone, mail distribution, ordering supplies, filing and other miscellaneous office tasks.
- Interface with other attorneys, state, regional and federal government agencies, and a variety of other entities on a regular basis.
- Manage documents or projects, including file preparation and management, and compilation of notebooks, as assigned by attorneys.
- Ensure confidentiality and control access to sensitive information.
- Manage large documents or complex projects, including file preparation and management, as assigned by attorneys.
- Provide peer-level review and mentoring.
- Provide administrative support for development and timely monitoring of the legal department budget in the Hyperion system.
- Provide this same budget support for the Government Relations & Public Policy department.
- Organize and plan the annual legal department retreat.
Qualifications:
- High school diploma or GED equivalent.
- 5 years of experience as a legal administrative assistant/legal secretary.
- 2 years of litigation support experience.
- 5 years of transactional experience.
- Strong proficiency (expert level) in Microsoft Office Suite (Word, Excel, PowerPoint).
- Experience with scheduling meetings, maintaining calendars, and finalizing correspondence and presentations.
- Working experience with systems such as Archer, Oracle, LegalEase, and IManage is highly preferred.
- Experience working on budgets, particularly with Hyperion system.
- Strong organizational and communication skills.
- Ability to thrive in high-pressure and fast-paced environments.
