Legal Operations Assistant

About the Role

We are seeking a highly organized and detail-oriented Legal Operations and Administrative Support professional to join our legal team. This role is ideal for someone who thrives in a fast-paced environment, enjoys keeping processes running smoothly, and understands the importance of discretion, accuracy, and professionalism when handling sensitive legal and business information.

In this position, you will provide essential support to the General Counsel and legal operations team by coordinating legal matters, managing calendars and meetings, preparing and organizing legal documents, tracking invoices and payments, and maintaining accurate legal files. You will also collaborate with internal departments such as Finance, HR, Procurement, and IT, as well as outside counsel and vendors, to help ensure legal operations are efficient, compliant, and well-organized.

The successful candidate will bring a Legal Secretary background, strong communication skills, sound judgment, excellent follow-through, and a proactive approach to supporting legal department priorities. This is a great opportunity for a dependable professional who enjoys administrative excellence, legal operations, and cross-functional collaboration.

Responsibilities

• Legal Operations Support
  • Assist with tracking legal matters, contracts, invoices, outside counsel information, and other legal department activities.
  • Prepare routine reports and status summaries for management.
  • Coordinate with internal departments (Finance, HR, Procurement, IT, etc.) on legal-related administrative matters.
  • Arrange travel accommodations and logistics when required.
  • Track action items and follow up with responsible parties to ensure timely completion.
  • Maintain compliance and handle confidential or privileged information with discretion.
  • Follow company policies regarding privacy, records management, document retention, and information security.
  • Escalate sensitive, unusual, or time-critical matters to the appropriate business partners or stakeholders.
• Legal Administrative Support
  • Provide day-to-day administrative support to the General Counsel and operations staff.
  • Prepare, format, proofread, and organize legal documents, correspondence, reports, and presentations.
  • Maintain calendars, schedule meetings, hearings, depositions, and other legal appointments.
  • Assist with preparation of meeting agendas, materials, and follow-up items.
  • Handle routine correspondence and communications with internal departments, clients, vendors, and outside counsel.
• Legal Invoice Review and Payment Processing
  • Review invoices submitted by outside counsel and vendors for accuracy, completeness, billing compliance, and adherence to applicable engagement letters and billing guidelines.
  • Prepare invoice review summaries and recommendations for attorney review, when appropriate.
  • Communicate with outside law firms and legal vendors regarding billing questions, discrepancies, supporting documents, and payment status.
  • Prepare and submit internal payment requisitions and other documentation necessary to process payments.
  • Track invoices through the review, approval, and payment process and follow up as necessary to ensure timely payment.
• Document and File Management
  • Maintain and organize electronic and physical legal files in accordance with company policies.
  • Assist with document naming, filing, indexing, scanning, and retrieval.
  • Monitor deadlines and ensure required documents and information are properly submitted and stored.
  • Maintain confidentiality and security of sensitive legal business information.

Requirements

• Minimum 2 to 3 years of experience as a legal secretary or other legal support role in law firms or corporate settings.
• Understanding of legal terminology and/or legal processes.
• Experience in drafting basic legal correspondence or executive summaries, managing calendars, and other administrative duties.
• Experience in legal invoice review (highly preferred but not required).
• Proven experience in implementing process efficiencies.
• Strong critical thinking, communication, and organizational skills.
• Bachelor’s Degree.

Work Environment

The work environment is typically quiet with controlled temperature, representative of a standard office setting. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.