Administrative Support Specialist, Legal

About the role

The Administrative Specialist II provides a variety of administrative functions to the Legal Department. They interface regularly with senior management, physicians, internal and external clients, and outside legal counsel, requiring considerable tact and diplomacy. This role reports to the Legal Department Program Manager and supports four to six department team members at any time.

Responsibilities

• Captures and coordinates scheduling for intricate meetings and oversees complex calendar management for multiple Legal Department team members
• Utilizes various software, including Microsoft Office Suite, to produce reports, spreadsheets, presentations, and other documents as needed
• Shares general office duties including, but not limited to, ordering office supplies, screening phone calls, faxes and mail, and providing back-up support to other department administrative team members
• Drafts correspondence, reviews documents, and maintains and updates standard contracts and forms as needed
• Affords assistance with medical records requests, subpoenas, and performs legal research

Requirements

• Demonstrated ability to manage multiple electronic calendars and organize complex meetings
• Ability to balance, coordinate and execute multiple assignments and to prioritize workload
• Strong attention to detail, organization, independence, and responsiveness is essential
• Advanced organizational skills
• Computer skills required include, but are not limited to, Microsoft Office Suite (specifically Outlook, Word, PowerPoint, and Excel) with strong computer literacy preferred
• Ability to exercise judgment, discretion, and confidentiality with sensitive matters
• Strong analytical, critical and creative thinking (strong problem-solving skills)
• Ability to deal with high stress situations in a diplomatic and professional manner and ability to show mature judgement
• Ability to maintain confidentiality, discretion, diplomacy, and good judgment
• Take initiative where appropriate
• Writing, proofreading and drafting skills
• Reliable and punctual
• Ability to operate with complete autonomy, as needed
• Ability to collaborate and work cooperatively and respectfully with attorneys and staff is imperative
• Experience with basic legal research and ability to summarize findings in writing preferred

Qualifications

• The position prefers a bachelor’s degree and at least 5 years of relevant experience in a legal, medical, scientific research, or technology-oriented business environment. Candidates should either be a Notary Public or be willing and eligible to obtain this certification.
• The position requires the ability to work in a hybrid setting, with both remote and onsite responsibilities as needed.

Benefits

No specific benefits are listed in the job posting.

Pay

The hiring range is based on market pay structures, with individual salaries determined by factors such as business needs, market conditions, internal equity, and based on the candidate’s relevant experience, skills and qualifications. The pay range is $59,684.00 - $74,125.00.

Schedule

The position is a hybrid role, with employees expected to work 2-3 days onsite per week.