Legal Administrative Assistant

Overview

The Office of General Counsel represents Marymount University in all legal matters. This position performs moderately complex technical and administrative support to the Vice President and General Counsel, Secretary of the Board. Works under general supervision with latitude for initiative and independent judgment. This is an onsite position; Monday – Friday 8 : 30-5 : 30.

Responsibilities

• Draft, edit, proofread, and finalize legal correspondence, memoranda, reports, forms, and other documents with accuracy and attention to detail.
• Open and maintain electronic and physical legal files in accordance with established office protocols and records management policies.
• Process intake of new legal matters, including initiating and organizing related documentation and creating electronic case files.
• Coordinate the delivery of legal correspondence, including mailing and arranging for courier services when necessary.
• Receive, sort, and distribute incoming legal mail and documents in a timely manner.
• Answer and route incoming telephone calls; take detailed messages and ensure prompt communication with appropriate personnel.
• Manage and maintain the General Counsel's calendar, including scheduling meetings, tracking legal deadlines, and coordinating appointments.
• Organize and facilitate meetings, legal training sessions, conferences, and special events, including preparation of materials and logistics.
• Assist the General Counsel with gathering legal records and documentation in response to internal and external requests.
• Support the drafting, formatting, and review of legal policies and procedures under the direction of the General Counsel.
• Compile, review, and analyze data for use in reports, legal summaries, and internal decision-making processes.
• Maintain records of the Office of the General Counsel (OGC) in compliance with university policies and legal retention requirements.
• Perform accurate data entry and utilize Microsoft Excel and other tools to manage legal data and track case-related information.
• Contribute to the improvement of office procedures by recommending and implementing process enhancements for efficiency and compliance.
• Provide administrative support to the General Counsel in preparation for Board meetings, including organizing materials and drafting correspondence.
• Submit IT service requests related to office hardware and technical needs.
• Monitor inventory and order office supplies to ensure efficient daily operations.

Non-Essential Functions

Other duties as assigned.

Required Qualifications

Associates degree (or higher) and five years of administrative support / secretarial experience.

Preferred Qualifications

Four years or more administrative support / secretarial experience with a law firm or an in-house environment.

Knowledge / Skills / Abilities

Knowledge of university policies and procedures; ability to provide exceptional service; proficiency in Microsoft Office 365 (Excel, Word, PowerPoint, Teams, SharePoint); Workday proficiency related to the role.

Clerical, customer service, administration and management, law and governance knowledge; strong writing, reading comprehension, active listening, speaking, critical thinking, coordination, time management, priority management, social perceptiveness, organizational abilities; and applicable written / oral comprehension and expression competencies.

Special Working Conditions

This is a security sensitive position. Follow State Bar rules and regulations for support staff in a legal office.

Work Environment

Office setting, generally quiet.

Physical Requirements

May require sitting for extended periods; use of office equipment.

Marymount University is an equal opportunity employer. Marymount University does not discriminate on the basis of race, color, national origin, sex, age, disability, religion, sexual orientation, gender identity and expression, marital status, pregnancy, veteran status or any other protected basis under applicable federal and local laws. For more information, visit the university

9s Title IX information page.

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