Assistant Coordinator

Essential Functions

• Responsible for the intake, docketing, and calendaring of litigation matters, including lawsuits, pleadings, court deadlines, and trial dates, and coordinating assignments to outside counsel.
• Maintain litigation calendars, case status reports, claims closures, and a tickler system to ensure timely compliance with court deadlines.
• Receive, log, and track incoming legal matters; accurately calendar deadlines and litigation milestones; monitor active cases for compliance; escalate deadline risks; and collaborate with Legal, Claims, and outside counsel to maintain visibility into case status and required actions.
• Coordinate Medicare reporting compliance, subpoena response processes, and the procurement and renewal of fleet ship certificates, all of which carry significant legal and financial exposure if not properly managed.
• Exercise a high degree of confidentiality, discretion, and professionalism in handling sensitive legal, financial, and claims-related information.
• Provide administrative support to the Risk Management and Legal teams, including data collection, report generation, and document preparation.
• Cook up meetings, prepare materials, track action items, and follow up to ensure timely completion.
• Manage international and domestic travel logistics and expenses.
• Create and maintain organizational charts, departmental reporting tools and other resources that support operational efficiency and informed decision-making.
• Serve as the backup coordinator for evidence preservation, partnering with shoreside and shipboard Security teams to ensure the timely preservation of CCTV footage and physical evidence from shipboard investigations to support tracking, retrieval, and management of evidence to mitigate spoliation risks and maintain compliance with legal and regulatory obligations.
• Time card administrator for the department. Responsible for approval of time cards for payroll purposes and accurate entries of PTO, Sick time and other time off entries for the department's employees.
• Act as the department coordinator for legal holds and document retention requirements, ensuring compliance with applicable policies and protocols.
• Support onboarding and offboarding of employees by coordinating equipment requests/return of equipment, responsible for coordinating set up/cancellation of PNC accounts, mobile accounts, etc. Provide coverage for other support staff in the department when they are out of office.

Qualifications

• Associates Degree in Administration, Legal Administrative Support, or similar
• Bachelor’s Degree - preferred
• Ability to communicate confidently at the highest levels and build effective internal and external relationships.
• Legal Administrative support experience with 3 – 5 years of legal experience and demonstrated accomplishments.
• Proficient in Microsoft Office Products (Outlook, Word, PowerPoint, Excel, Teams, etc.).