Legal Administrative Assistant

Zenith American Solutions, Inc.; Tampa (FL); On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Health, vision, and dental coverage

401(k) retirement plan with company 
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Paid time off (PTO)

Growth opportunities

Job summary

Zenith American Solutions is seeking a Legal Administrative Assistant to maintain corporate and Legal Department records and provide administrative support in accordance with company guidelines and regulatory requirements. The role involves handling PHI/PII access as required by job duties.

Responsibilities include preparing and editing documents, maintaining files, tracking matters and deadlines, assisting with accrual reporting and due diligence, managing invoices, and coordinating with

Qualifications

• High school diploma or GED required.
• 1+ years of office experience.
• Proficiency with Microsoft Office applications.
• Working knowledge of electronic filing systems, databases, and document management tools.
• Ability to maintain accurate records, files and tracking systems.
• Ability to handle confidential information with discretion.
• Strong organizational skills and attention to detail.

Responsibilities

• Prepare and edit correspondence, presentations, and reports for internal use or clients/vendors.
• Maintain legal department files and electronic matter files.
• Track legal matters, deadlines, and related logs and documentation.
• Assist with accrual reporting and coordinating with stakeholders and outside counsel.
• Assist with due diligence and document coordination.
• Manage contracts and vendor records and related follow-up items.
• Coordinate meetings, calendars, and meeting materials.

Skills

Microsoft Office

Record keeping

Attention to detail

Communication

Time management

Education

High school diploma or GED

Tools

Electronic filing systems

Databases

Document management tools

Job description

Position Summary

The Legal Administrative Assistant maintains corporate and Legal Department records and provides administrative and operational support to the Legal Department in accordance with Company guidelines, business needs and applicable legal and regulatory requirements. "Has minimum necessary access to Protected Health Information (PHI) and Personally Identifiable Information (PII) by Job Description/Role."

Key Duties and Responsibilities

• Prepares and edits correspondence, presentations, reports including complex Excel files, meeting notes, and other documents as needed for internal use or distribution to clients or vendors, outside counsel and other parties.
• Maintains legal department files and records, including organizing, filing, and updating electronic matter files and other legal documentation in accordance with department procedures.
• Assists with tracking legal matters, claims, litigation, deadlines, and other departmental matters, including maintaining related logs, trackers, and supporting documentation.
• Assists with the preparation and maintenance of the Company's legal accrual reporting, including coordinating with internal stakeholders and outside counsel to obtain and track required information.
• Assists with legal due diligence and similar review processes, including organizing documents, maintaining due diligence trackers, following up on outstanding items, and coordinating information requested from internal and external parties.
• Assists with contract and vendor administration, including maintaining agreements and related records and tracking requested information, documentation, approvals, and follow-up items.
• Manages multiple and ongoing projects and assignments with changing priorities and follows through on outstanding items and deadlines.
• Coordinates legal invoices, vendor invoices, and expense reports with Corporate Accounting department and assists with ensuring timely review and processing.
• Maintains effective working relationships and responds to or appropriately routes requests from clients, government agencies, unions, participants, attorneys, consultants, vendors, and other internal and external parties.
• Provides administrative support to the Legal Department, including coordinating meetings, maintaining calendars and schedules as assigned, preparing meeting materials, and assisting with departmental activities and projects.
• Performs other related duties and special projects as assigned.

Working Conditions/Physical Effort

Normal degree of physical effort in typical office environment with comfortable, constant temperatures and absence of objectionable elements.

Minimum Qualifications

• High school diploma or GED.
• One or more years of experience working in an office environment.
• Proficiency with Microsoft Office applications.
• Working knowledge of electronic filing systems, databases, and document management tools.
• Ability to maintain accurate and organized records, files, reports and tracking systems.
• Ability to handle confidential and sensitive information with appropriate discretion.
• Strong organizational skills and attention to detail, with the ability to manage multiple assignments, deadlines and changing priorities.
• Ability to read, analyze, and interpret general business, legal, technical, and regulatory documents and correspondence.
• Ability to prepare professional reports, business correspondence, and other documents.
• Ability to communicate effectively and professionally with internal and external parties.
• Ability to solve practical problems, exercise sound judgment within established guidelines and recognize when matters require escalation or additional review.

Preferred Qualifications

• Prior experience providing administrative support in a legal department, law firm, compliance function or similar professional environment.
• Experience working in a healthcare environment or a third-party administrator.
• Experience working with Taft-Hartley funds.
• Associates degree or additional education in business administration, legal studies or a related field preferred.

*Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee of this job. Duties, responsibilities and activities may change at any time with or without notice.

Disability Accommodation

Consistent with the Americans with Disabilities Act (ADA) and other applicable federal and state law, it is the policy of Zenith American Solutions to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruiting Department at [e-mail], and we would be happy to assist you.

Equal Opportunity Employer

* Zenith American Solutions is an Equal Opportunity Employer. Zenith does not discriminate on the basis of race, religion, color, sex, physical or mental disability, gender identity, sexual orientation, age, national origin, pregnancy, status as a parent, veteran status or any other basis covered by appropriate law. All employment decisions on the basis of qualifications, merit, and business need.

Zenith American Solutions Real People. Real Solutions. National Reach. Local Expertise. We are currently looking for a dedicated, energetic employee with the necessary skills, initiative, and personality, along with the desire to get the most out of their working life, to help us be our best every day. Zenith American Solutions is the largest independent Third Party Administrator in the United States and currently operates over 44 offices nationwide. The original entity of Zenith American has been in business since 1944. Our company was formed as the result of a merger between Zenith Administrators and American Benefit Plan Administrators in 2011. By combining resources, best practices and scale, the new organization is even stronger and better than before. We believe the best way to realize our better systems for better service philosophy is to hire the best employees. We're always looking for talented individuals who share our dedication to high-quality work, exceptional service and mutual respect. If you're interested in working in an environment where people - employees and clients - really matter, consider bringing your talents to Zenith American! We realize the importance a comprehensive benefits program to our employees and their families. At Zenith American Solutions, we take immense pride in fostering a positive, respectful, and supportive work environment that provides challenging opportunities while supporting a healthy work/ life balance. Our organizational culture is founded on principles of integrity, honesty and respect for all stakeholders, including our employees, clients, and business partners. With a low employee turnover rate and a high rate of internal promotions and transfers, the Zenith team is proud to be a part of an 80-year legacy of excellence. Our employees embody a spirit of integrity, take immense pride in their work, and are enthusiastic about referring others to join our team.

As part of our total compensation package, we offer an array of benefits including

• health, vision, and dental coverage
• a retirement savings 401(k) plan with company match
• paid time off (PTO)
• great opportunities for growth
• and much, much more!