Legal Admin Specialist — Docs, Calendars & Filings

Independent Purchasing Cooperative Inc; Miami (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

Independent Purchasing Cooperative (IPC) in Miami, FL, seeks a highly organized Legal Administrative Support to assist the Legal department and General Counsel. You will prepare and format legal documents, manage calendars, maintain files, coordinate meetings, and handle inquiries in a fast-paced, cooperative environment.

The role requires discretion with confidential information, strong communication, and proficiency with Microsoft Office; prior experience in legal support and knowledge of

Qualifications

• High school diploma or equivalent required; Associate’s degree or coursework in Legal Studies, Business, or a related field preferred.
• Minimum of 24 years of administrative or secretarial experience, preferably supporting a legal department or law firm.
• Experience preparing and formatting legal documents and correspondence strongly preferred.
• Experience in franchise, retail, cooperative, or supply chain industries is a plus.
• Notary Public commission (or willingness to obtain) preferred.
• Demonstrated ability to handle confidential information with integrity and professionalism

Responsibilities

• Prepare, format, edit, and proofread legal documents, correspondence, memoranda, and reports.
• Manage and maintain attorneys' calendars, schedule meetings and appointments, and track deadlines.
• Organize, maintain, and update electronic and physical legal files and records.
• Process incoming and outgoing communications for the Legal department, including mail, email, and routing for review.
• Coordinate meetings, prepare agendas/materials, take notes, arrange travel and logistics.
• Assist with preparation and assembly of documents for execution, filing, and distribution, including e-signature routing.
• Maintain contract, corporate records, and matter-tracking systems with data updates and reports.
• Process and track legal invoices, expense reports, and vendor or outside counsel billing.
• Serve as a point of contact for internal and external stakeholders; provide general admin support; follow departmental templates and resources.
• All other duties as reasonably assigned.

Skills

Legal terminology

Calendar management

Document formatting

Notetaking

Microsoft Office

Discretion

Communication

Education

High school diploma

Associate’s degree or coursework (Legal/Business)

Tools

Microsoft Office Suite

Job description

Independent Purchasing Cooperative (IPC) in Miami, FL, seeks a highly organized Legal Administrative Support to assist the Legal department and General Counsel. You will prepare and format legal documents, manage calendars, maintain files, coordinate meetings, and handle inquiries in a fast-paced, cooperative environment.

The role requires discretion with confidential information, strong communication, and proficiency with Microsoft Office; prior experience in legal support and knowledge of