Administrative istant

JOB RESPONSIBILITIES

Essential and other important responsibilities and duties may include but are not limited to the following:

• ist with the gathering of information materials doents reports and evidence which is necessary to respond to discovery and other inquiries.
• Provide proactive support to track actions deadlines and manage doents.
• Handle incoming mail and outgoing correspondence via ordinary mail facsimile email and/or overnight courier service and certified mail via webbased programs.
• Process new vendor requests and update existing vendors records as needed in Coupa SIM onboarding tool.
• Prepare check requisitions in accordance with proper accounting procedures and appropriate approvals.
• Review electronic invoices from law firms for billing guidelines conformity and maintain necessary records to ensure compliance with auditing requirements.
• Respond to inquiries from law firms/vendors on the status of an invoice payment.
• Generate reports with regard to matter status law firm timekeeper rates and spending to budget status.
• File management in conformance with elished record retention guidelines.
• Prepare reports presentations and organize training sessions as related to the Law Department.
• Ensure that the Law Department portrays the best possible image to all those that contact us or interfaces with us by providing prompt responses high quality legal doents sound solutions and effective communication.
• Offer recommendations implement solutions and utilize technical information to elish best practices and increase workflow efficiency.
• Fulfill other administrative needs and duties as igned.

JOB REQUIREMENTS

MINIMUM QUALIFICATIONS:

• High School diploma required ociate Degree in paralegal studies business communications legal studies or related discipline is preferred.
• Minimum of 5 years of experience as an administrative istant or related field in a Law Firm or Corporate Law environment.

KNOWLEDGE SS & ABILITIES:

• Strong oral and written communication ss; ability to interact across a variety of cultures.
• Plan organize and ability to effectively prioritize multiple tasks and projects and meet deadlines.
• Demonstrates significant understanding of general legal terminology and legal principles.
• Attention to detail accuracy and strong organizational ss.
• Ability to maintain confidentiality of sensitive communications and data.
• Strong professional technical and ytical ss and the aptitude to learn rapidly.
• Ability to work independently and proactively with minimal supervision and guidance reliable in structuring work.
• Demonstrated ability to work efficiently under time constraints organizational ss and ability to prioritize workload.
• Expertise using contemporary office equipment and applications including MS Office Suite including Outlook Excel Word Power Point Share Point MS Teams Box and One Drive.
• Knowledge of Thomson Reuters Legal Tracker ebilling and matter management preferred.
• Openness to learn and leverage technological solutions.
• Interacts in a way that builds an environment of teamwork and collaboration.
• Continuous improvement mindset to increase process efficiencies.
• Highly serviceoriented has a desire to do what is necessary to meet the needs of the team.