Legal Administrative Assistant

Penumbra, Inc.; Alameda (CA); On-site; USD 37,000 - 52,000; Full time

Job summary

Penumbra, Inc. is seeking a legal administrative assistant to support a growing legal team. The role involves contract support, document management, and coordinating department activities. You will work closely with attorneys, paralegals, and staff to ensure accurate records and timely processing.

The ideal candidate has a Bachelor's degree with 1+ years in an administrative role, strong communication, and proficiency in Excel and the CLM system. On-site work in Alameda, CA with some travel.

Qualifications

• Bachelor's degree in related field with 1+ years of administrative experience.
• Excellent communication and client management skills.
• Ability to handle high volume of work and meet deadlines in a fast-paced environment.
• Some experience with contract templates and ability to review basic sales contracts.
• Strong organizational skills and attention to detail.
• Interpersonal skills with a can-do attitude.
• Proficient with Microsoft Office (Excel, Word, PowerPoint, Outlook).
• In-house experience at a medical device/pharma or regulated industry preferred.

Responsibilities

• Support with contract drafting, execution and organization.
• Maintain the CLM system and SharePoint; generate reports and enter data.
• Process various sales offers and manage invoicing and vendor processes.
• Keep and organize legal files; manage expense submission and purchasing.
• Coordinate meetings, travel, and department events; assist with general legal admin tasks.

Skills

Communication skills

Client management

High-volume work

Contract templates

Organizational skills

Problem-solving

MS Office proficiency

In-house experience

Education

Bachelor's degree in related field

Tools

Microsoft Excel

ClM system

Job description

General Summary

As part of Penumbra's legal team, you will support a growing and dynamic company that develops ground-breaking technology to further its mission of saving patients' lives. You will work closely with attorneys, paralegals and support staff as part of this closely-knit team while supporting external departments essential to the Company's operations.

Specific Duties and Responsibilities

• Utilize your keen analytical skills to develop creative solutions to problems.
• Coordinate with internal business departments and respond to inquiries regarding contracts and other matters.
• Manage the legal department's "To Do List" in Microsoft Excel.
• Maintain all contractual documents and correspondence, including but not limited to, uploading fully executed agreements into the contract lifecycle management (CLM) system and/or SharePoint.
• Process various sales offers including, but not limited to, bundled discount letters, cart consignment letters, etc.
• Assist with maintaining the CLM system, including but not limited to, generating reports, entering customer data, and recording key agreement data points.
• Compile, verify accuracy of and sort information according to priorities to prepare source data for computer entry.
• Maintain legal files by tracking hard copy and electronic documents, performing periodic inspections to ensure proper upkeep, and responding to file requests.
• Provide support with scheduling meetings, booking conference rooms, arranging catering, organizing department events, etc.
• Assist with various legal administrative support.
• Assist with collecting wet and electronic signatures, shipping and receiving packages, mailing letters, etc.
• Manage legal department's expenses.
• Submit incoming legal department invoices to A/P for payment.
• Manage the legal vendor purchase requisition process for standing purchase orders.
• Perform special projects as requested.
• Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
• Scan or read incoming materials in order to determine how and where they should be classified or filed according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Assist with drafting, execution and organization of various contracts
• Keep information confidential
• Adhere to the Company's Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures.
• Ensure other members of the department follow the QMS, regulations, standards and procedures.
• Perform other work-related duties as assigned.
• Indicates an essential function of the role

Position Qualifications

Minimum education and experience:

• Bachelor's degree in related field with 1+ years of experience in an administrative assistant position or similar, or equivalent combination of education.

Additional qualifications:

• Excellent communication skills and strong client management skills.
• Ability to process a high volume of work and meet deadlines in a fast-paced environment.
• Some experience working with contract templates and the ability to review and revise basic sales contracts.
• Strong organizational skills, careful attention to detail, and creative problem-solving skills.
• Outstanding interpersonal skills with a "can-do" attitude.
• Proactive, strategic and thoughtful problem-solving ability.
• High level of proficiency with Microsoft Excel, Word, PowerPoint and Outlook.
• Experience working in-house at a medical device or pharmaceutical company, or other company in a highly regulated industry, is preferred.

Working Conditions

• General office environment.
• Business travel from 0% - 10%.
• Potential exposure to blood-borne pathogens.
• Requires some lifting and moving of up to 10 pounds.
• The employee is frequently required to stand, walk, sit, and reach with hands and arms, and to use a computer, sitting for extended periods. Specific vision abilities required by this job include the ability to read, close vision, distance vision, color vision, peripheral vision, and depth perception.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Alameda, CA

Starting Base Pay is $27.00/hour - $38.00/hour.

We offer a competitive compensation package plus a benefits and equity program, when applicable.

Individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location.