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Legal Administrative Assistant

2 months ago

Mastic Beach, United States MyCareersFuture Full time

Roles & Responsibilities

Administrative Support:

Prepare and format legal documents, including letters, briefs, motions, and agreements. Handle incoming and outgoing mail, email, and phone calls. Schedule and coordinate meetings, appointments, and court dates for legal staff. Maintain and organize electronic and physical files, ensuring confidentiality and compliance with record-keeping policies.

Document Management:

Create, manage, and archive legal documents and correspondence. Conduct basic research and compile data as needed. Proofread and edit documents for accuracy and clarity. Prepare and format internal presentations, including PowerPoints.

Internal Department Interaction:

Serve as a point of contact for legal department, providing information and answering basic inquiries. Coordinate with personnel in other internal legal and business departments to obtain necessary documentation and information.

Office Management:

Arrange meetings, including securing meeting rooms, preparation of meeting agenda, communicate with attendees, and organize catering, video-conferencing and supplies. Coordinate with external vendors. Manage administrative aspects of the legal department, such as billing and invoicing. Arrange business travel including flights, accommodation and other aspects of business travel involving cost or expenses.

Compliance and Confidentiality:

Ensure all activities comply with relevant laws and regulations. Maintain the confidentiality of sensitive information and documents.

Requirements

Prior experience supporting senior counsels and executives Minimum five years of administrative experience Proficiency with legal tools and technology (such as iManage), Office 365 (including Outlook, Teams, PowerPoint, Word, Excel, Forms etc.) and SharePoint High ethical standards and ability to maintain strict confidentiality Effective communications, including ability to communicate clearly, simply and directly with excellent professionalism A highly motivated self-starter and team player who has a can do attitude, takes initiative, proactively drives actions and is capable of working in a fast-paced team environment under pressure and tight deadlines and with business clients, lawyers, outside counsel and staff.