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Lead Legal Coordinator

2 months ago

Boston, Massachusetts, United States Vaco Full time
Legal Coordinator - Confidential Client
Overview: Vaco is undertaking a confidential search for a meticulous and proactive Legal Coordinator to enhance the efficiency of a prestigious legal team. This role is designed to support the legal department with a hybrid work model, requiring in-office presence on selected days. Detailed client information will be disclosed to shortlisted candidates.
Key Responsibilities:
  • Administrative Assistance: Deliver extensive administrative assistance to the legal team, focusing on supporting a key legal executive with calendar oversight, meeting arrangements, and occasional international travel planning.
  • Board Meeting Coordination: Facilitate the preparation and organization of Board of Directors meetings. Manage documentation through an internal Board portal, secure essential signatures, and maintain precise records of meeting minutes and related materials.
  • Invoice Management: Oversee the processing of legal invoices via an e-billing system, ensuring timely and accurate accruals, new vendor registrations, and user management.
  • Document Oversight: Supervise the entry and administration of contracts within the legal management database. Maintain files for Disclosure Controls and Procedures, and manage SEC filing signatures.
  • Collaboration and Communication: Regularly interact with senior leadership and board members, ensuring confidentiality and meticulous attention to detail in all communications and document management. Effectively utilize collaboration tools such as MS Teams and SharePoint.
  • Material Preparation: Create and refine materials including presentations, reports, and agendas. Collect and summarize information from various sources to support the legal team's objectives.
  • Travel Management: Coordinate travel logistics, including international trips, and prepare related expense reports. Assist in maintaining professional memberships and certifications as required.
  • Office Administration: Manage office supplies, oversee correspondence, and ensure all administrative tasks are executed efficiently and effectively.
Qualifications:
  • A minimum of 7 years of high-level administrative support experience, preferably within a legal environment in a law firm or corporate legal department.
  • High School diploma or GED required; additional post-secondary education or certifications are preferred.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with legal-specific software such as Legal Tracker or Diligent.
  • Proven ability to handle confidential information with discretion and maintain professionalism under pressure.
  • Exceptional organizational skills, with the capacity to manage multiple priorities and meet deadlines.
  • Strong written and verbal communication skills, with a keen eye for detail and accuracy.
  • Experience in managing calendars, travel arrangements, and expenses, preferably with tools like Concur.
What We Offer:
  • A supportive and inclusive work environment that fosters innovation and collaboration.
  • Competitive compensation package with benefits and opportunities for professional development.
  • Hybrid work environment, providing a balance between remote work and office presence.
  • Comprehensive benefits package, including vacation and health benefits.
  • A culture of open feedback and support, ensuring your success is our priority.
If you are a detail-oriented professional with a background in legal support and are seeking a dynamic role in a reputable organization, we encourage you to apply. Exact client details will be provided to candidates who are shortlisted.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us.

Vaco also wants all applicants to know their rights that workplace discrimination is illegal.