Scheduling and Coordination
- Plan, coordinate, and organize meetings, conference calls, and events, including arrangements for accommodations, facilities, and transportation.
- Coordinate complex domestic and international travel itineraries.
- Maintain and update lawyers’ calendars, ensuring accurate scheduling and prioritization.
Administrative and Office Support
- Handle photocopying, scanning, mail distribution, and courier services.
- Maintain an organized and effective filing system for both physical and electronic legal documents and correspondence.
- Oversee and update the internal SharePoint legal library, including litigation reports, agreements, and contracts.
- Manage systems to track deadlines, follow-ups, and other key dates requiring attention.
- Maintain and update contract and corporate databases.
Financial and Billing Management
- Prepare and submit detailed monthly expense reports.
- Administer and update the organization’s e-billing software database, including matter setup, invoice review, and accrual submissions.
- Manage legal department invoices, including submission, processing, tracking, and handling inquiries.
- Support budget activities, including preparation of the annual budget and ongoing forecasts.
- Submit accrual values and other financial data to internal teams.
- Manage litigation recovery files, including tracking and processing recovery payments.
- Assist with external audit requests.
- Coordinate wage garnishment orders received by corporate entities.
Document Preparation and Quality Control
- Prepare and type general correspondence and legal documents with exceptional accuracy and attention to detail.
- Proofread, format, and produce presentation materials, slides, and other documents, ensuring all final outputs are error-free.
Communication and Confidentiality
- Communicate professionally with internal and external stakeholders.
- Liaise with various departments to obtain and share information as needed.
- Maintain strict confidentiality regarding all Legal Department matters.
Other Responsibilities
- Perform additional duties as assigned to support various Legal Department lawyers and team members with administrative work streams and support.