Legal Administrative Assistant

Location:

Pay Range:

Provides administrative and operational support to Legal Department by managing case intake, assignment, and tracking of legal workloads. Serves as a primary liaison between the Legal Department and internal business partners and other operational departments to ensure timely communication, coordination, and timely completion of legal requests. Supports attorneys and paralegals by performing essential administrative tasks to reduce non-substantive workload and increase departmental efficiency. Drafts correspondence, prepares redlines, maintains tracking spreadsheets and legal invoices, and performs other projects or administrative tasks as directed. This position will receive training and ongoing supervision to ensure effective onboarding and integration with Legal Department operations.

KPA 1 - Administrative

Supports Corporate and Legal Department goals

• Prepares correspondence and redlines, as requested.
• Coordinates case/matter intake, ensuring requests are documented, routed, and prioritized appropriately.
• Assists with assignment and tracking of legal matters and projects, maintaining up-to-date logs in department systems.
• Tracks expenses and legal invoices; prepares and maintains summary spreadsheets and reports.
• Tracks status of closings, fictitious names, and entity formations; updates or creates related spreadsheets.
• Ensures closing binders and key documents are properly saved to the client/matter management system.
• Represents the Legal Department by communicating with internal partners, obtaining information, following up on delegated assignments, and recognizing when to escalate matters to attorneys or paralegals.
• Monitors email correspondence and calendars to assist with workload prioritization and scheduling needs.
• Takes initiative and performs other administrative tasks or special projects as needed.

KPA 2 - Development and Support

Supports and enhances the Legal Request Workflow Process

• Serves as a key coordinator for intake, assignment, and tracking of legal requests to ensure timely follow-up and completion.
• Identifies opportunities to streamline workflow and recommends enhancements to existing applications or processes.
• Acts as a secondary point of contact for legal project requests and assists with prioritization and distribution
• Coordinates with internal departments to gather information and facilitate project progress.

KPA 3 - Communications & Reporting

Serves as liaison between Legal Department and business partners

• Reviews incoming legal or business requests; obtains necessary background information and ensures appropriate routing.
• Facilitates communication between Legal Department personnel and internal stakeholders to clarify requests, timelines, and deliverables.
• Prepares summaries, status updates, or reports for Legal leadership as requested.
• Interacts with co-workers, physicians, and external contacts in a professional, responsive, and solution-oriented manner.
• Exercises good judgment, professionalism, and discretion in managing communications and confidential information.

KPA 4 - Special Projects & Department Support

• Performs special projects as directed by General and Associate Counsel, including, but not limited to, tracking ongoing litigation, hold notices, and insurance submission claims.
• Assists with Legal Department software or process improvement or process improvement initiatives, including coordination with IT an vendors for upgrades and training.
• Enhances department reputation by taking ownership of new assignments, identifying opportunities to add value, and demonstrating flexibility in support of department goals.

Position Qualifications/Requirements:

Education:

• High School Diploma required
• Associates or Bachelor's Degree preferred

Experience:

• Minimum 3 - 5 years' experience in office environment (legal environment preferred); health care, or corporate environment
• Experience managing matter intake, workflow, or project tracking systems preferred
• Strong organizational and time management skills; able to manage multiple assignments with competing deadlines.
• Advanced proficiency in Microsoft Word, Outlook, and document management systems.
• Ability to collaborate effectively with professionals in a corporate environment.
• Attention to detail, discretion, and ability to work independently.
• Proven ability to maintain confidentiality and demonstrate sound judgment.
• Experience with contract management or legal matter tracking tools a plus.

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