Administrative Assistant-Legal

Description: Job Description The Administrative Assistant position is targeted toward an experienced administrative assistant to work in the company’s corporate headquarters and who will be primarily responsible for providing assistance to the corporate legal staff in information processing to include performing transactional work including document review, and performing other related tasks that include document processing and data entry, as may be required to provide general, broad-based support to the legal department’s three attorneys.
This position will also be responsible for assisting the legal department’s attorneys in organizing legal department work-product, including customer sales contracts, NDAs, DPAs, vendor contracts, and other commercial transaction agreements, and assisting in the management of the department’s matter intake from its internal corporate clients.
This role will also perform primary duties related to contract lifecycle management, which includes managing the legal department’s SaaS matter management platform.
Additionally, the role requires routine administrative duties be performed that include servicing the corporate office’s front desk to greet a minimal number of visitors and monitoring the company’s main switchboard to answer inbound calls.
Position Summary Duties and Responsibilities (Other duties may be assigned) The Administrative Assistant reports directly to the company’s General Counsel and is responsible for handling a variety of routine assigned projects within the Legal Department, including but not limited to: Assume primary role to manage company’s matter management system (CounselLink®) to document all Legal Department work-related activities and assignments.
Work with internal stakeholders to effectively assist in managing access to the Legal Department’s work product in CounselLink®.
Assist the legal department’s attorneys and staff with the processing, review, edit and archiving of legal department work-product, including commercial agreements consisting primarily of customer and vendor agreements and related documents, with an eye on enforcement of company policies and objectives.
Coordinate with the organization’s other internal functional teams to provide for a free flow of information.
Maintain deadlines on deliverables and communicate with internal and external clients about contractual issues.
Transcribe, proofread, and file legal documents.
Maintain accurate and updated reports on Legal Department work-product and review tasks status.
Field and address questions and requests from internal teams relating to work assignments.
Assist with the enforcement of organizational contract management policies and procedures.
Coordinate with other legal department staff to ensure coverage of workload.
Maintain confidentiality of information; maintain a professional demeanor.
Work to obtain a thorough understanding of all aspects of a corporate legal department's work and its context in the organization as a whole.
Servicing the corporate office’s front desk to greet a minimal number of visitors and monitoring the company’s main switchboard to answer inbound calls.
Other related general duties as maybe assigned by the company’s general counsel and or company’s senior executives.
There is no work remote opportunity with this position.
Attendance in Memphis corporate offices is mandatory.
Requirements: Qualifications and Competencies Self-directed and able to manage multiple tasks and priorities and respond to changing demands in a flexible, but timely manner.
Ability to keep track of projects that evolve over time.
Ability to pro-actively anticipate legal needs in novel situations.
Strong organizational and interpersonal communications skill: Must be able to interact with all levels of the organization, articulate clearly orally and in writing, and execute in a fast-changing environment.
Customer Orientation Skill Set: Sensitive and responsive to internal and internal and external customer needs; demonstrates skills in customer services and satisfaction; maintains a positive attitude, willing to listen to problems and seeks solutions; monitor changing needs of customers.
Team Interactive Skill Set: Develop and maintain effective working relationships; listen attentively to others; communicate ideas clearly; excellent writing and editing skills; relate to people in an open/ sincere manner; participate effectively in meetings; assist in finding solutions as well as identifying problems; communicate appropriately with supervisor and co-workers; maintain composure under pressure.
Willingness to adjust job functions to accommodate other areas as needed.
Compose business letters, expositions, summaries, and reports, using proper format, punctuation, grammar, diction, and style.
Ability to multi-task under tight deadlines.
Ability to work in a fast-paced environment.
Strong written and oral communication skills.
Any other combination of skills, experience, and education as deemed and necessary by hiring manager.
Education and Experience Associate’s or bachelor’s Degree from accredited university 2+ years professional work experience as a Administrative Assistant preferred.
Experience working as a administrative assistant as part of an in-house legal department a plus.
Computer Skills Advanced personal computer skills including advanced knowledge of Adobe and MS Office Suite, specifically Word, PowerPoint, and Excel, as well as the ability to learn other software as needed Experience the matter management platforms, including CounselLink®, a plus.
Ability to routinely document work performance in legal department’s matter management system.
Work Location Requires mandatory presence Monday through Friday during normal working hours at company’s offices located at 5384 Poplar Street, Suite 500, Memphis, TN 38119.