Legal Department Administrative Specialist

Dodge-; San Francisco (CA); Hybrid; USD 100,000 - 120,000; Full time

Benefits offered by this job

Healthcare premiums fully covered

Retirement plan fully funded

Job summary

Dodge & Cox is seeking a flexible Administrative Assistant to support its Legal Department in a hybrid in-office and remote role, ensuring precise calendar management, travel arrangements, document review, and confidential recordkeeping.

The successful candidate will collaborate with another department Administrative Assistant, handle meetings end-to-end, assist with notarization and minute books, and drive process improvements while maintaining professionalism.

Qualifications

• Four-year college degree preferred.
• Minimum of five years of experience in a related position, preferably in the financial services industry.
• Licensed Notary (or willingness to become one).
• High proficiency with Microsoft Office (Teams, OneNote, Word, Excel, PowerPoint, Outlook), SharePoint and Adobe Acrobat; experience using AI tools to enhance efficiency is desirable.

Responsibilities

• Partner with the Legal department’s other administrative assistant to track/coordinate documents and contracts submitted to Legal for review through various workflows.
• Serve as an internal liaison for D&C employees for matters/questions related to Legal department.
• Provide calendar support to the General Counsel and other Legal department team members; organize meetings end to end, including scheduling; arranging and hosting online meetings on Zoom, Webex or MS Teams; managing conference-room and AV setup for in-person and hybrid meetings; handling catering requests, and guest registration; partner with meeting hosts to build agendas and distribute materials in advance as needed.
• Arrange international and domestic travel, including location tracking, preparing conference registrations, and processing expense reports via Workday, and collaborating with other Administrative Assistants for multi-person trips, as needed.
• Prepare, edit, and proofread documents, including - but not limited to - correspondence, presentations, memoranda, minutes, procedures, contracts, and various corporate records.
• Notarize documents, and submit service requests; prepare, file and maintain hard and/or electronic documents such as corporate records and minute books, powers of attorney, apostilles, and other corporate documents.
• Assist in organizing and arranging holiday and team events.
• Work with and provide out of office coverage to the Legal Department’s other Administrative Assistant, as well as other Administrative Assistants in the Compliance and Risk Departments.
• Perform routine administrative tasks such as preparing FedEx/USPS labels, running redlines, copying, scanning, and faxing.
• Support team members in the adoption of new technology and software
• Update job knowledge and skills by participating in training and educational opportunities, as appropriate

Skills

Microsoft Office

SharePoint

Adobe Acrobat

AI tools

Communication skills

Education

Bachelor's degree preferred

Licensed Notary (or willing to become one)

Tools

Zoom

Webex

MS Teams

Workday

Job description

Dodge & Cox is seeking a flexible Administrative Assistant to support its Legal Department in a hybrid in-office and remote role, ensuring precise calendar management, travel arrangements, document review, and confidential recordkeeping.

The successful candidate will collaborate with another department Administrative Assistant, handle meetings end-to-end, assist with notarization and minute books, and drive process improvements while maintaining professionalism.