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Administrative Assistant; Legal Office

1 month ago

Valhalla, United States Madison Approach Full time
Job DescriptionJob Description#zrJob Summary: This is a long-term temporary assignment working on-site, Monday-Friday 8:30am-5pm. Under general direction, the Administrative Assistant performs administrative tasks for Department of Legal Affairs.Responsibilities:
  • Answer all incoming telephone calls for legal department and routes accordingly.
  • Maintain multiple calendars of appointments, ensuring the attorney is apprised of all; appointments and changes, as well as matters requiring immediate attention.
  • Perform all secretarial tasks for one or more Attorneys and some managerial staff, including correspondence, scheduling appointments and maintaining files.
  • Prepare letters, memoranda, reports and summaries.
  • Prepare contracts under the supervision of Legal Coordinator or Manager.
  • Create and maintain excel spreadsheets for tracking of contract assignments.
  • Maintain document management system to track and catalogue all signed agreements and approved documents for hospital network.
  • Act as liaison between vendors and Legal Coordinator or Manager for all contracting matters.
  • Gather appropriate material for execution of contracts for hospital network.
  • Assist with execution of contracts on a daily basis and maintains appropriate contact with all internal departments for status inquiries on contracts.
  • Prepare documents and correspondence for transactions under the direction of Legal Coordinator or Manager.
  • Produce and format PowerPoint presentations for meetings.
  • Collaborate with several internal departments on a daily basis.
  • Gather appropriate material from administrative staff to respond to routine inquiries as appropriate.
  • Process travel and expense forms for reimbursement.
  • Open and screen mail, answer routine mail independently and routes other mail with background material as necessary.
  • Maintain all files for legal department, ensuring that material is properly marked.
  • Perform special and confidential assignments as required.

Requirements:
  • Proficiency in Outlook and MS Word, to include advanced formatting and red-lining, is required; proficiency in Excel and PowerPoint is preferred.
  • Ability to type at 35 words per minute.
  • Ability to manipulate pdf documents and use associated software tools such as pdf Converter and Adobe Reader.
  • Proficient grammar and writing skills to efficiently proof and edit documentation; strong attention to detail is essential.
  • Proven ability to prioritize work and manage workflow; good multi-tasking and time management skills.
  • Ability to work pro-actively and with little supervision.
  • Ability to comprehend the varied activities of a large department sufficiently to handle the mass of items passing through a busy legal office. Discretion and client-centric skills.
  • Recent grad with bachelors degree and/or 2+ years experience as an administrative assistant