Senior Legal Assistant

Responsibilities

• Effectively manage the Chief Counsel’s calendar by assessing priorities and internal and external demands.
• Cook up meetings with senior executives, internal teams, and external contacts, including managing complex, multi-party meetings and serving as the primary administrative point of contact for internal and external parties (manage scheduling, logistics, agendas, attendees, pre-read materials, etc.).
• Arrange both domestic and international travel, prepare detailed itineraries, supply any supportive information and track business and travel expenses for thorough reporting.
• Cook up all aspects of meeting logistics, including proactively resolving scheduling conflicts and prioritizing critical matters.
• Aid in the planning of the Chief Counsel’s calendar for the year.
• Manage travel requirements including visas, immunizations, photos, and passport renewals.
• Promptly address urgent matters to ensure all deadlines are met, apply sound judgment in delegating tasks, and promote effective teamwork and collaboration within the group.
• Communicate professionally with senior executives and executive assistants.
• Use iManage to upload and manage team documents and revise legal documents within tight timeframes.
• Investigate inquiries and relieve leaders of administrative responsibilities, acting as an information resource for SI&IL.
• Draft, update, revise and track documents using MS Office Suite.
• Handle privileged and confidential documents, including attorney-client communications and attorney work product, with strict adherence to applicable confidentiality protocols and information-security requirements.
• Aid in internal reporting requirements, including tracking required actions and submission deadlines, following up with contributors, and coordinating with attorneys as needed.
• Support SI&IL by preparing correspondence, presentations, and reports.
• Organize logistics, develop agendas, and gather presentation materials for meetings, conferences, and special occasions.
• Establish and maintain legal matters within the TeamConnect matter management system.
• Manage electronic billings, invoices, and payments within and outside of the TeamConnect matter management system and set up vendors.
• Act as an information resource around computer systems, support software and hardware technical support.
• Support the Chief Counsel's performance management processes (PMP), including scheduling and coordinating PMP sessions with direct reports, compiling and tracking feedback materials, and managing the annual review calendar.
• Aid in other duties and special projects, as assigned by the Chief Counsel and other team members as needed.
• Aid and provide backup coverage to other legal assistants.

Requirements

• Associate’s degree or equivalent
• 5+ years of legal administrative experience supporting attorneys or senior leaders
• Strong ability to maintain the utmost confidentiality and adaptability to changing demands
• Proven ability to prioritize, meet deadlines, and exercise good judgment
• Strong interpersonal and problem-solving skills
• Ability to communicate effectively (oral and written) at all levels of the organization
• Proficiency in Microsoft Office Suite
• Strong organizational skills and attention to detail
• Ability to act promptly under tight deadlines

Qualifications

• Bachelor's degree
• Experience providing direct executive-level support in a complex, high-stakes legal environment, including coordination with senior executives’ assistants and senior in-house and outside counsel
• Experience coordinating meetings and travel across multiple national and international time zones
• Proven ability to support multiple workstreams, collaborate with outside and internal teams, set and maintain calendars, schedules and agendas, and keep communications clear and timely
• Experience with e-billing, matter management systems, setting up vendors in payment systems, and corporate expense reporting
• Experience with administrative work related to internal budgeting and finance processes
• Notary Public knowledge of the litigation process and technology
• Proficiency in SharePoint, iManage, TeamConnect, and SAP Concur/CTREX
• Familiarity with AI tools, including MS Copilot