Legal Admin Assistant

Auto req ID: 7619BR Job Title: Legal Admin Assistant Area of Interest: Legal Location Name: 90320 Legal - CORP City: San Ramon State: CA Zip Code: 94583 Job Description: GENERAL SUMMARY: The Legal Administrative Assistant supports the VP & Corporate Counsel and other department members. The position makes administrative decisions, handles confidential information, maintains electronic and physical files, prepares expense reports, drafts letters and other documents, makes appointments and travel arrangements, and serves as a liaison with internal department and external business associates. The Legal Administrative Assistant also provides administrative assistance on miscellaneous special projects, as needed.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Calendar Management (25%)
Arrange and confirm travel reservations, selecting an economical and time efficient mode of transportation and lodgingSchedule meetings and appointments, notify attendees, and make necessary arrangementsMaintain personal calendars for assigned personnel

2. Administrative Support (50%)
Provide administrative support to Vice President & Corporate Counsel and others in the Legal Department, with particular emphasis on the employment law functions
Maintain an organized and concise filing system for internal legal and case filesReceive and review incoming documents; schedule, docket and calendar datesRefer inquiries to the proper Legal Department personnelTrack and follow up on open itemsDraft letters and responsesCalculate and submit expense reports following standard proceduresCompile, analyze, and prepare data for administrative reports and presentationsAnticipate a variety of needs and problems and proactively resolve or suggest solutionsTranscribe, prepare, edit and finalize pleadings and other legal documentsInput data into the case management systemRun regular and ad hoc reports, as required

3. Special Projects (25%)
Responsible for working independently with the VP & Corporate Counsel and other Legal Department team members in taking a proactive approach to conducting and interpreting research on assigned topics Responsible for analysing research findings, determining conclusions and next steps, and preparing materials for presentation to managerOn all assigned projects, coordinate all elements of the project to ensure issue resolution and/or project completion Establish a business rapport with all functions within the Legal Department and outside business partners
Perform other duties as assigned by the VP & Corporate Counsel

ORGANIZATION RELATIONSHIPS: This position has no direct reports, will report to the VP & Corporate Counsel, and supports others in the department, with particular emphasis on assisting the employment law functions.



REQUIRED QUALIFICATIONS:
1) Knowledge, skills & abilities:
Extensive experience with Outlook, Microsoft Word, Excel and other computer systems
Excellent organization, written and oral communication skills
Ability to proactively take on responsibility for projects/activities
Strong time management skills and the ability to multi-task and prioritize in a fast-paced environment, while exercising sound judgment
A critical thinker, with a high level of initiative, motivation and enthusiasm
Strong analytical skills
Must be a confident self-starter who can develop effective business relationships, both internally & externally
Demonstrate a sense of urgency, responsiveness, and attention to detail
Good negotiation skills and the ability to drive projects through to completion

2) Minimum certifications/educational level:
AA Degree preferred

3) Minimum experience:
5 Years minimum experience as legal secretary or administrative assistant for in-house legal department or law firm Employment law experience preferred

4) Physical Requirements:
Regularly required to work standard office equipment (personal computer, photocopy machine, fax machine, etc.)Ability to work on a computer up to 7 hours a dayRegularly required to sit for long periods of time, and occasionally stand and walkRegularly required to use hands to operate computer and other office equipmentClose vision required for computer usageOccasionally required to stoop, kneel, climb and lift up to 25 poundsWork is performed in a standard office environment without unpleasant or hazardous conditions. Work entails typical physical demands involved in office work
This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.