Legal Administrative Assistant

Job Purpose

Reporting to Senior Managing Counsel on the Great Minds Legal Team, the Legal Administrative Assistant keeps the contract lifecycle moving by owning the administrative, tracking, and coordination work that supports the Senior Paralegals. The Legal Administrative Assistant will be responsible for routing routine contract requests, maintaining accurate records within the team's contract management system, and escalating any matter requiring resolution of contract terms or legal risk to a Senior Paralegal. The role is responsible for supporting the administrative aspects of the contract lifecycle.

Responsibilities

• Maintain administrative contract trackers and notify the assigned Senior Paralegal of upcoming signature deadlines, expiration dates, and other key administrative milestones.
• Prepare, format, and route contract documents, signature packets, and related materials for review, approval, and execution, following established templates and procedures.
• Process requests for certificates of insurance and standard vendor registration forms, gathering and inputting required information and coordinating with requesters and carriers.
• Maintain contract repository by quickly and accurately filing executed agreements, amendments, and related documents, ensuring records are complete, organized, and readily retrievable.
• Assign and route incoming contract requests to the appropriate Senior Paralegal for review and assist with locating executed agreements as needed.
• Compile administrative data and contract metrics for recurring reports to the Senior Managing Counsel.
• Cook up scheduling, meeting logistics, and follow-up on communications related to contract processing and internal stakeholder meetings.
• Regularly review and update contract management system records, maintaining data entry accuracy and consistency.
• Conduct internal audits of contract records and legal documentation and preparing summary reports for attorneys, as needed.
• Afford assistance to the broader legal team as needed with various administrative and organizational tasks.

Requirements

• 1+ years of experience in an administrative or coordination role, ideally supporting a legal, contracts, or compliance function.
• Demonstrated ability to manage multiple trackers and deadlines accurately.
• Experience working in contract management systems or similar databases, with the ability to learn new tools quickly.
• Clear written and verbal communication skills, with sound judgment on when to escalate legal matters.