PRINCIPAL ADMIN. COORDINATOR - SR. ADMINISTRATIVE COORDINATOR - General Counsel's Office

Southwest Research Institute; San Antonio (TX); On-site; USD 45,000 - 60,000; Full time

Job summary

Southwest Research Institute is seeking an experienced Administrative Assistant to support the General Counsel's Office in San Antonio, TX. The role involves drafting documents, managing calendars, travel, and legal records with discretion and efficiency.

Responsibilities include preparing presentations, handling communications with outside counsel, and ensuring timely completion of tasks in a fast-paced legal environment.

Qualifications

• Requires a high school diploma or equivalent.
• 10+ years of related administrative work experience preferably in a law firm or legal department.
• Must have exceptional communication & organizational skills; ability to multi-task and manage interruptions.
• Must be proficient in Microsoft Office Products (Word, Outlook, Teams) and have data entry experience.
• Must be discreet and maintain confidentiality; valid driver’s license may be required.

Responsibilities

• Draft and edit documents, letters, notices, and agreements; prepare general correspondence.
• Schedule meetings, prepare agendas, and maintain calendars; coordinate travel and Travel Authorizations.
• Assist with organizing, maintaining and updating legal records; prepare PowerPoint presentations; generate charts/graphs.
• Obtain and maintain certificates, process check requests and purchase requisitions; set up files and mail distribution.
• Answer phones, relay messages, interact with outside counsel and SwRI staff; support executives as required.

Skills

Administrative support

Communication skills

Microsoft Office

Data entry

Organization skills

PowerPoint

Attention to detail

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Teams

Job description

Who We Are:

The General Counsel's Office advises Southwest Research Institute (SwRI) on all legal matters; provides transactional, regulatory and litigation support, and consults with SwRI leadership to identify and explore opportunities and strategies to monetize SwRI's Intellectual Property portfolio. By joining our team, you will receive an additional $500 in your first paycheck, minus taxes.

Objectives of this Role:

Assist attorneys with work & organizing attorney schedules; ensure attorneys calendars are up-to-date & attorneys are on-time to scheduled meetings.Handle routine & non-routine tasks with limited supervision as well as independent special assignments with delegated levels of autonomy.

Daily and Monthly Responsibilities:

Assist attorneys with drafting & editing documents, including letters, notices, applications & various agreement renewals; prepare general correspondence, perform data entry.Schedule meetings, including meeting agenda preparation, maintain calendars.Work with Travel in making travel arrangements & prepare Travel Authorizations.Assist attorneys with organizing, maintaining & updating legal records such as contracts, NDA's, and internal policies; prepare presentations both in hard copy & in PowerPoint; generate charts, & graphs.Obtain & maintain TX Certificates of Status, Fact & Good Standing; prepare check requests & purchase requisitions; set up & maintain files; prepare Federal Express electronic paperwork & certified mail.Open & distribute incoming mail; update various library publications; answer phones & relay phone messages.Interact with outside counsel & SwRI staff, including Executive Management; photocopy, file, fax, scan & other assignments, as assigned & required.

Requirements:

Requires a high school diploma or equivalent.10+ years: Related administrative work experience preferably in a law firm or legal department; must have exceptional communication skills & comprehension & organizational skills; must have a self-starter & multi-task oriented; must be diligent & able to work with numerous interruptions.Must have the ability to prioritize tasks; must have excellent proof-reading skills & must proofread all work produced.Must follow through on all job tasks; must be professional on the phone & take complete & accurate phone messages; must pay strict attention to details.Must be proficient in Microsoft Office Products, including Word, Outlook & Teams & a working knowledge of PowerPoint & Excel.Must have data entry experience & willingness & ability to learn now software, as required.Must have good interpersonal skills & maintain confidentiality in all matters.A valid/clear driver's license is required.

Special Requirements:

Applicant selected will be subject to a government security investigation and must meet eligibility requirements for access to classified information. Applicant must be a U.S. citizen.

Job Locations:

San Antonio, Texas

Military Friendly:

Your military experience may apply to this position

An Equal Employment Opportunity Employer:

race, color, religion, sex, national origin, disability, and veteran status.