Paralegal Administrative Assistant

Position: Paralegal & Administrative Assistant
Reports to: CEO/President & Sr. Legal Counsel

Position Summary:
Paralegal & Administrative Assistant provides high-level support to the CEO/President & Sr. Legal Counsel combining legal, paralegal, and administrative functions. This role ensures efficient legal operations, accurate documentation, and smooth administrative workflow while maintaining the highest level of confidentiality and professionalism.

Primary Responsibilities

Legal & Paralegal Responsibilities

• Manage priorities, advising on new items, status of pending projects, and recommended actions.
• Prepare, proofread, and edit legal documents, letters, and contracts under the guidance of Senior Legal Counsel.
• Conduct legal research, including identifying relevant laws, judicial decisions, legal articles, and other materials relevant to member and corporate issues.
• Investigate case facts and ensure all relevant information is considered for legal matters.
• Organize, maintain, and track contract files, case files and legal documents, ensuring accessibility for the legal team.
• Transcribe dictation, prepare documents.

Administrative & Operational Responsibilities

• Answer all incoming calls and correspondence; professionally manage incoming mail and email communications, including maintaining and organizing the President's inboxes, prioritizing messages, flagging urgent items, and ensuring timely responses.
• Organize and maintain client, corporate, and internal files with strict confidentiality.
• Coordinate travel arrangements for CEO/ President.
• Prepare and submit travel and other reimbursable expenses to Finance.
• Support team meetings, including scheduling, preparing agendas, taking minutes, and distributing follow-up notes.
• Assist with internal reporting, and general office administrative tasks as needed.
• Manage multiple priorities simultaneously, developing methods to complete tasks efficiently while keeping the CEO/President organized.

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Qualifications & Requirements

• Minimum of three years of corporate legal secretarial or paralegal experience.
• Strong organizational skills with the ability to prioritize tasks effectively and manage multiple deadlines.
• Excellent written and oral communication skills, with the ability to respond tactfully and professionally.
• Strong interpersonal skills; able to work effectively with diverse personalities and global teams.
• Demonstrated analytical, research, and problem-solving abilities.
• Ability to work independently or collaboratively as part of a team.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and legal research tools.
• High level of discretion, professionalism, and a "can-do" attitude.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending