Senior Legal Administrative Assistant
Role Summary
Are you looking for a new challenge or opportunity? Pramerica are seeking a Legal Administrative Assistant to support the Technology and Enterprise Contracts Law and Employment/Benefits Law Business Partners. The successful candidate will be highly organized, collaborative, and adept at handling multiple priorities, and supporting staff remotely.
We are seeking a highly organized individual with a high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity.
Hours of work: 01:00-9:00pm GMT/Irish Time (09:00am – 5:00 pm Eastern Time/NYC)
Responsibilities:
The successful candidate will provide administrative support including but not limited to the following:
• Extensive scheduling of meetings for (10-12 attorneys) and handling meeting logistics, reservations, monitoring principal’s emails, setting up conference calls, preparing meeting materials and other logistics (including international meetings and setting up and coordinating of video-teleconference meetings).
• Managing principals’ calendars and emails.
• Coordinating U.S. and International travel arrangements and preparing itineraries.
• Preparing general expense and travel vouchers, reviewing the accuracy of submitted expense vouchers, and ensuring monthly payment of corporate credit cards.
• Maintaining electronic and hardcopy files in accordance with our records retention policy.
• Generating hold orders on company records that may be relevant to investigations.
• Answering and screening telephone calls and responding to routine inquiries.
• Screening routine and prioritizing emails.
• Generating and processing timesheets for attorneys.
• Processing legal invoices and preparing periodic reports.
• Preparing documents in Word, PowerPoint, and spreadsheets in Excel.
• Assisting in the coordination of departmental projects.
• Providing back-up support and coverage within the department.
• Preparing gift and entertainment reports.
• Maintaining records of Law Society memberships and continuing education requirements.
• Collecting and reporting legal costs and other department-related data
Qualifications, Skills & Experience:
• Degree or Diploma in Business Administration Law or Information Technology desirable.
• Previous work experience in a similar role is required.
• Previous Legal experience would be advantageous.
• Excellent judgement and discretion in handling highly sensitive and confidential information is a must.
• Proven ability to handle multiple priorities simultaneously, with quality results.
• Demonstrated ability to make accurate and timely administrative judgement, while remaining profession under pressure.
• High level of proficiency with Microsoft Office (i.e., Word, Excel, PowerPoint, outlook and Skype for Business) required.
• Ability to use O365 applications: OneDrive; OneNote and SharePoint.
• Fast and accurate keyboarding skills.
• Excellent organizational skills, attention to detail, strong proofreading capabilities, excellent written and oral communication skills.
• Ability to handle/learn other systems and applications such as APTTUS (contract management system), IMANAGE (for document management), TeamConnect (for timekeeping, matter tracking and operation requests), Workshare (for document conversations and comparisons), and travel and expense-reporting systems.
