Legal Operations Assistant

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Description:

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Job Summary

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 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.

Job Duties include but are not limited to the following:

I. Legal Operations Support

• Assists 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, i.e., Finance, HR, Procurement, IT and other departments 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 matter to the appropriate business partners or stakeholders.

II. Legal Administrative Support

• Provide day-today 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, material and follow-up items.
• Handle routine correspondence and communications with internal departments, clients, vendors and outside counsel.

III. 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 requisition 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.

V. 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.

Qualifications:

QUALIFICATIONS

• Minimum 2 to 3 years experience as a legal secretary or other legal support role in law firms or corporate settings.
• Must have an 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.
• Must have strong critical thinking skills, communication skills, and highly organized.
• Bachelor's Degree.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the office environment is usually quiet and the temperature is controlled.