Legal Admin Assistant Sr (Legal)

Purpose:  

Provides administrative and secretarial support for in-house counsel and Director of Legal Operations and general office support to the Legal Department. 

Job Responsibilties:

• Assist team members with oversight of contract lifecycle management system, including inputting contracts and terms, generating and maintaining reports and acting as a liason between Legal dept and internal teams and third parties to ensure compliance with policies and procedures.
• Function as a billing administrator in e-billing platform, including inputting new matters, reviewing invoices for compliance with billing guidelines and communicate with outside vendors and internal stakeholders regarding the same. 
• Function as an administrator for department content and matter management systems.
• Prepares answers to routine mail and inquiries.
• Maintains files and keeps records as requested.
• Compiles reports and presentations; may include planning reports, layout and statistical tables.
• Prepares memos and other material in final form from rough drafts.
• Photocopies, scans and prints office materials, documents and reports.
• Sorts and distributes mail including routing to proper individudals and departments with attention to time sensitivity of matters.
• Answers routine mail and inquiries and follows up with others to ensure that information is coordinated
• Answers telephone calls for Chief Legal Officer and tactfully handles inquiries.
• Assembles and analyzes information, prepares reports, manuals and agendas.
• Makes travel arrangements. 
• Processes, sorts, files and maintains department expense reports, invoices, receipts, contracts and/or other internal department documents.
• Schedules meetings and makes meeting arrangements, including reserving meeting rooms and ordering catering as necessary.
• Coordinate activities across departments and follow up to ensure that requests are carried out.
• Maintain complex records and files, and search and investigate information found in files to provide information utilized by manager.
• Compiles information and data from various sources for specific departmental reports, and creates reports, graphs and data comparisons.
• Complete detailed keyboarding projects such as preparing correspondence from rough drafts and completing specialized departmental forms.
• Maintain legal filing room, including coordinating offsite storage with internal records management team. 
• Performs other relevant job duties as required.

Job Requirements:  

Education/ Certifications: (Required & Preferred)

• Bachelors degree and/or equivalent work experience in a compliance-related documentation management capacity

Experience:

• 5-7 years work experience in a legal/compliance related document management capacity
• Experience working in a corporate law department or Risk Management environment a plus
• Previous Legal secretarial experience preferred
• Familiar with spreadsheet software at a level to open and print spreadsheets, format straightforward spreadsheets; i.e. create columns and headings, choose font type and size, input data, sort data and searches.
• Previous experience using word processing software at a level to create and format letters, envelopes and memoranda.

Other Skills/ Abilities:

• Ability to accurately key 40 words per minute.
• Ability to handle sensitive and highly confidential information
• Possess a great understanding of office environments and procedures.
• Advanced knowledge of database and word-processing programs.
• Advanced knowledge of Powerpoint is preferred.
• Previous experience with contract management or content/matter management systems is preferred.
• Must be comfortable interacting with senior executives. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status.  UNFI is an EO employer – M/F/Veteran/Disability.  VEVRAA Federal Contractor.