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Legal Administrative Coordinator

2 months ago

Valhalla, United States Madison Approach Full time
Job Overview

This position offers a long-term temporary opportunity for an Administrative Coordinator within the Department of Legal Affairs. The role requires on-site presence during standard business hours, Monday through Friday.

Key Responsibilities:
  • Telephone Management: Handle all incoming calls for the legal department and direct them appropriately.
  • Calendar Coordination: Manage multiple appointment calendars, ensuring timely updates and notifications for the attorney regarding appointments and urgent matters.
  • Secretarial Support: Provide comprehensive secretarial assistance to attorneys and select managerial staff, including drafting correspondence, scheduling, and file maintenance.
  • Document Preparation: Draft letters, memos, reports, and summaries as required.
  • Contract Assistance: Aid in the preparation of contracts under the guidance of the Legal Coordinator or Manager.
  • Data Management: Create and maintain Excel spreadsheets for tracking contract assignments.
  • Document Tracking: Oversee the document management system to catalog all signed agreements and approved documents.
  • Liaison Role: Act as a point of contact between vendors and the Legal Coordinator or Manager regarding contracting issues.
  • Material Gathering: Collect necessary materials for contract execution.
  • Contract Execution Support: Assist in the daily execution of contracts and maintain communication with internal departments regarding contract status.
  • Document Production: Prepare documents and correspondence for transactions under the direction of the Legal Coordinator or Manager.
  • Presentation Development: Create and format PowerPoint presentations for meetings.
  • Collaboration: Work closely with various internal departments on a daily basis.
  • Inquiry Response: Gather relevant information from administrative staff to address routine inquiries.
  • Expense Processing: Manage travel and expense reimbursement forms.
  • Mail Management: Open and screen incoming mail, responding to routine inquiries independently and routing other correspondence as necessary.
  • File Maintenance: Ensure all legal department files are organized and properly labeled.
  • Confidential Assignments: Undertake special and confidential tasks as needed.
Qualifications:
  • Proficient in Outlook and MS Word, with advanced formatting skills; familiarity with Excel and PowerPoint is preferred.
  • Typing speed of at least 35 words per minute.
  • Ability to manipulate PDF documents using relevant software tools.
  • Strong grammar and writing skills for effective proofreading and editing; attention to detail is crucial.
  • Demonstrated ability to prioritize tasks and manage workflow efficiently; effective multitasking and time management skills are essential.
  • Ability to work independently with minimal supervision.
  • Understanding of the diverse activities within a large department to manage the flow of items in a busy legal office, with a focus on discretion and client service.
  • Recent graduates with a bachelor's degree and/or a minimum of 2 years of experience in an administrative support role are encouraged to apply.