Legal Administrative Assistant

Legal Administrative Assistant

The Office of General Counsel (OGC) represents Marymount University in all legal matters. We are committed to exceptional representation and working collaboratively to render legal advice in an atmosphere of trust and respect. Through our legal services we assist our clients in achieving their mission and goals. 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 considerable latitude for initiative and independent judgment.

This is an onsite position; Monday Friday 8 : 30-5 : 30.

Essential Functions :

• 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 applicable university policies and legal requirements for records retention.
• 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 and Assignments : Other duties as assigned.

Required Qualifications :

Associates degree (or higher degree) 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 and ability to follow university policies and procedures. Ability to demonstrate exceptional service in alignment with Serve with Purpose and to establish and maintain effective working relationships with the campus community. Microsoft Office 365 includes proficient skills in Excel, Word, PowerPoint, Teams, and SharePoint. Workday proficiency related to the role.

Clerical Knowledge of clerical procedures and systems such as word processing, managing files and records, designing forms, developing access databases, processing incoming and outgoing mail, processing incoming documents, and other office procedures and terminology. Customer Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Administration and Management Knowledge of case and document management systems. Law and Governance Knowledge of laws, legal codes, court procedures, government regulations, executive orders and agency rules.

Skills :

Writing Communicating effective in writing as appropriate for the needs of the audience.

Reading Comprehension Understanding written sentences and paragraphs in work related documents.

Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Speaking Talking to others to convey information effectively.

Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Coordination Adjusting actions in relation to others' actions.

Time Management Managing one's own time and the time of others.

Priority Management Recognizing the context in which issues arise and acting on their importance to clients and the office.

Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.

Organizational Arranging resources and assignments in a way that maximizes efficiency and usage of time.

Abilities :

Written Comprehension The ability to read and understand information and ideas presented in writing.

Oral Comprehension The ability to listen to and understand information and ideas present through spoken words.

Oral Expression The ability to communicate information and ideas in speaking so others will understand.

Written Expression The ability to communicate information and ideas in writing so others will understand.

Information Ordering The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).

Category Flexibility The ability to generate or use different sets of rules for combining or grouping things in different ways.

Deductive Reasoning The ability to apply general rules to specific problems to produce answers that make sense.

Licensure or Certifications (Specify preferred or required) :

Special Working Conditions (Ability to travel, work outside of normal business hours, such as weekends, nights, etc.) : This is a security sensitive position. You are required to abide by the rules governing support staff in a legal office as set forth in the State Bar rules and regulations.

Work Environment : Office setting, generally quiet.

Physical Requirements : May require sitting for extended periods of time; 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 bases under applicable federal and local laws and regulations in any of its programs or its activities, including employment and admission. The university also expressly prohibits any form of sex discrimination and sexual misconduct including sexual harassment, dating and domestic violence, rape, sexual assault, sexual exploitation and stalking in any of its programs or activities, including employment and admission. For more information, please visit : https : / / marymount.edu / student-life / health-wellness / title-ix-2 /