Legal Assistant

The University of Pennsylvania, a world-renowned leader in education, research, and innovation, is the largest private employer in Philadelphia. This Ivy League institution offers a unique working environment with 12 highly-regarded schools and a competitive benefits package.

About the Role

This position provides administrative and clerical support to attorneys, including preparing, proofreading, and processing legal documents. The role assists with legal research, coordinates correspondence and scheduling, maintains calendars, and supports special projects and event planning within the Office of the General Counsel.

Responsibilities

• Provides confidential administrative support to legal staff.
• Offers specific secretarial support to a legal specialty or team (e.g., student and faculty, tax and benefits, corporate, transactional, intellectual property, real estate, litigation, labor and employment).
• Assists with the preparation of contracts, corporate, transactional, intellectual property, claims, risk management, and other legal documents, correspondence, and reports.
• Operates word processing equipment to type materials from rough drafts, corrected copy, voice recordings, and magnetic tape files, ensuring appropriateness of form and content.
• Types or enters and assembles a variety of legal forms, schedules, reports, lists, correspondence, calendars, briefs, facsimile requests, and opinions.
• Proofreads and corrects materials for grammar, syntax, punctuation, clerical accuracy, and spelling.
• Composes, compares, edits, revises, tabulates, and/or prints letters, tables, reports, and other materials.
• Sets up and maintains calendars and appointment schedules for attorneys; reserves meeting locations and arranges supplies.
• Communicates schedule changes promptly to attorneys and involved parties; prepares meeting confirmations.
• Pulls and reviews files for daily calendars, ensuring files are up to date and contain all pertinent information.
• Makes travel and lodging arrangements for attorneys and prepares expense reimbursement requests.
• Handles telephone calls with professionalism, tact, and diplomacy; responds to or directs questions appropriately.
• Compiles and maintains letters, agreements, and other documentation; maintains ticklers and inputs data into databases and tracking systems.
• Sets up, organizes, and maintains both paper and electronic files; organizes large amounts of data in a central filing system.
• Creates and maintains a tickler schedule for archiving and purging.
• Uses personal computers to produce databases, proposals, charts, graphs, presentation materials, mailing lists, legal materials, and meeting agendas.
• Tracks and maintains University and Health System trademark applications, issued trademarks, and other data elements in the Trademark Docket database in MS Access.
• Receives, opens, prioritizes, and distributes mail; operates Windows PC, photocopiers, scanners, and printers.
• Performs general office duties and establishes professional working relationships within the Office of the General Counsel.
• Assists counsel with research, including obtaining copies of statutes, regulations, ordinances, corporate filings, and cases.
• Performs special projects as assigned, including logistics for conferences and other group events.
• Provides back-up secretarial support as needed.

Requirements

• High School Diploma required; Associate’s or Bachelor’s degree preferred.
• Minimum of five (5) years of experience at a comparable level, including at least three (3) years of advanced secretarial training.
• Training and/or experience as a legal secretary required; experience with legal, technical, and medical terminology preferred.
• Superior word processing skills and experience with analytical, research, and writing skills.
• Ability to maintain effective work relationships at all levels and exercise discretion with highly confidential information.
• Ability to think independently, recognize basic requirements, and develop additional requirements on a case-by-case basis.
• Must recognize deadlines and prioritize work accordingly.
• Ability to handle requests for information and assistance to counsel and organize a large volume of documents on various topics.
• Strong communication skills to interact professionally with co-workers, clients, and all levels of management.
• Energetic, flexible, and fluent in English (speaking, reading, and writing).
• Superior skills in PC Windows 11 environment and Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Access), Adobe Acrobat, and other software applications.
• Accurate typing speed of 95 words per minute (wpm).

Pay

$31.55 - $38.45 hourly rate. Salary offers are based on candidate’s qualifications, experience, skills, and education as they relate to the position, and in alignment with external market data.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits. Flexible spending accounts for eligible health care and dependent care expenses.
• Tuition Assistance: Exceptional tuition benefits for employees, spouses, and dependent children at Penn and other institutions.
• Retirement Plans: Generous retirement plans allowing pre-tax or Roth savings with a variety of investment options through TIAA and Vanguard.
• Time Away from Work: Substantial time off for vacations, personal affairs, illness, or injury.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility.
• Wellness and Work-life Resources: Programs and resources to support health, family, and work-life balance.
• Professional and Personal Development: Resources for advancing personally and professionally.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, and cultural/recreational activities.
• Discounts and Special Services: Discounts on arts, entertainment, transportation, mortgages, and more.
• Flexible Work Hours: Creative approaches for balancing work and personal commitments.
• Penn Home Ownership Services: Forgivable loan for eligible employees buying a home or residing in West Philadelphia.
• Adoption Assistance: Reimbursement for qualified expenses related to the legal adoption of an eligible child.