LEGAL ADMINISTRATIVE ASSISTANT

Gene B. Glick Company; Indianapolis (IN); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company is looking for a Legal Administrative Assistant to support the Executive Vice President and the legal department. The ideal candidate will manage schedules, assist with legal document preparation, and ensure efficient department operations. Candidates should possess administrative experience and the ability to communicate effectively in both written and verbal formats, with fluency in Spanish being a plus.

Qualifications

• 4 to 6 years of administrative or paralegal experience preferred.
• Experience interacting with executive leaders in a professional manner.
• Fluency in Spanish is a plus.

Responsibilities

• Manage calendars and organize complex activities for the General Counsel.
• Maintain a comprehensive filing system and manage legal documents.
• Administer Legal Tracker software and support budget management.

Skills

Organizational skills

Detail-oriented

Interpersonal skills

Communication

Multitasking

Education

Associate degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SharePoint

Legal Tracker software

Job description

Overview

The Legal Administrative Assistant is responsible for a variety of high-level administrative tasks in support of the Executive Vice President – General Counsel and legal department.

Responsibilities

• Manage calendars and scheduling for the General Counsel, and schedule and organize complex activities such as meetings, travel, conferences, and department activities.
• Create and maintain complex spreadsheets and presentation documents.
• Maintain a comprehensive filing system for the department to ensure retention of reliable/current data and easy information retrieval.Â
• Provide project support to the legal team and their extended team members and collaborate with other departments.Â
• Provide general administrative support as needed.Â
• Assist in the development, implementation, and maintenance of legal department workflow process and procedures to improve operational efficiency.
• Provide budget and vendor management support by coordinating with external vendors and law firms regarding budgeting, selection, tracking, and invoice management. ?
• Support the management and maintenance of legal technology tools, systems, and resources.
• Administer Legal Tracker software.
• Maintain and organize legal documents, ensuring accurate and up-to-date records are kept in compliance with company policy and legal requirements.
• Assist in administrative preparation and/or filing of legal documents and correspondence.
  
  

Qualifications

• Four (4) to six (6) years administrative assistant and/or paralegal experience in a law firm or corporate environment preferred.
• Associate degree or equivalent professional related work experience.
• Demonstrated track record of interacting with executive leaders and outside contacts in a courteous, professional, and discreet manner.
• Ability to organize and prioritize tasks and assignments.
• Detail-oriented and diligent work ethic with the ability to work cohesively with others.
• Ability to work effectively and accurately under pressure with tight time frames.
• A high level of motivation and initiative with appropriate follow through, ability to multitask and manage daily tasks with minimal supervision in a team-centric environment.
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.
• Demonstrated knowledge and experience in Microsoft products, including Word, Excel, PowerPoint and SharePoint.
• Must be able to communicate effectively verbally and in writing.
• Fluent in Spanish is a plus.