In-House Counsel Support

1 week ago

Overland Park, Kansas, United States Vivos Holdings Full time
Job Summary

Vivos Holdings is seeking a highly skilled Paralegal to join our Legal Department. As a key member of the team, you will provide administrative support to ensure the smooth operation of the department.

Key Responsibilities:
  • Contract Management: Manage the preparation, review, revision, and processing of contracts and documents.
  • Filing and Organization: Maintain accurate and organized filing systems, ensuring timely saving of files to appropriate folders.
  • SharePoint Management: Proactively manage the SharePoint Tracker for contracts and litigation, entering new contracts, matters, and projects, updating statuses, and ensuring all relevant information is accurately captured and easily accessible to the legal team and other authorized personnel.
  • Calendar Management: Maintain legal calendars, monitoring deadlines, actions to be taken, making task lists, scheduling conference rooms, organizing meetings, etc.
  • Document Preparation: Prepare and/or review statements of work, nondisclosure agreements between business partners, banks, vendors, contractors, and other relevant parties.
  • Research and Analysis: Research trademarks and domain names for availability and general clearance searches, preparing search report results.
  • Information Coordination: Coordinate information across departments, track all internal requests for legal services, and provide timely and accurate answers to questions from various departments.
  • Document Templates: Prepare template legal documents, contracts, and correspondence for review by attorneys.
  • Communication: Interact with the company's management team regarding specific requests for support, reaching out to other departments by phone, email, Teams, or face-to-face to answer necessary questions and ensure effective collaboration.
  • Research and Analysis: Research and analyze law sources such as statues, regulations, recorded judicial decisions, legal articles, constitutions, and legal codes to assist in the preparation of legal documents.
  • Invoice Processing: Review, log, appeal, deduct, and process legal and related invoices for approval and payment, including tracking billing against estimates and billing guidelines.
  • Liaison: Act as a liaison between clients, external vendors, and internal departments.
  • Confidentiality: Maintain confidentiality of all legal subjects and materials.
  • Correspondence: Assist with drafting of various legal correspondence and documents, ensuring a high level of detail orientation and reviewing existing and prior contracts to offer advice about potential conflicts with new agreements.
  • Document Scanning: Scan and file documents that come into the legal department; maintain electronic case/project files on legal server.
  • Relationship Building: Build key relationships with internal and external customers.
  • Corporate Filings: Facilitate and maintain corporate filings, corporate records and assist with drafting, reviewing, and obtaining signatures for variety of corporate documents and agreements.
  • Travel Arrangements: Assist with planning, scheduling, organizing and booking travel for corporate board meetings and related activities and dinners and other corporate events.
  • Special Projects: Complete and manage special projects as assigned, tracking projects from initiation and following up or reminding as necessary.
  • Administrative Support: Assist the Legal Department with legal, legislative, and administrative matters and other duties as assigned.
  • Internal and External Inquiries: Receive and respond to a variety of internal and external inquiries in a timely and professional manner.
  • Litigation Support: Assist with litigation and manage discovery matters, including overseeing e-discovery, managing correspondence with outside counsel, preparing regular updates for legal team, issuing/enforcing legal holds, researching, and responding to discovery requests.
  • Process Development: Create guidelines and processes.
  • Research and Analysis: Review online articles for relevancy to the business.
Requirements:
  • Education: Bachelor's degree preferred.
  • Experience: Five plus years of experience as in-house paralegal required.
  • Skills: Experience in litigation, including electronic discovery, and database tools helpful.
Competencies:
  • Attention to Detail: Acute attention to detail.
  • Document Preparation: Ability to prepare and revise a wide variety of contracts and other documents.
  • Computer Skills: Superior computer skills in Microsoft office suite (Word, Excel, PowerPoint, Teams) and Adobe Acrobat, and database management.
  • Independence: Ability to operate independently with various teams across the organization.
  • Confidentiality: Ability to effectively manage sensitive and confidential information in a professional manner.
  • Organization: Excellent organizational skills and strong attention to detail.
  • Multi-Tasking: Ability to multi-task and prioritize projects.
  • Communication: Ability to communicate effectively (verbally and in writing) with internal and external customers.
  • High-Volume Environment: Ability and desire to work effectively in a high-volume environment.

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