Legal Assistant II

Legal Assistant II

The Legal Assistant II provides advanced administrative and legal support to the Deputy University Counsel and Associate Vice President (AVP), ensuring the effective operation of the University Counsel Office. The position manages complex scheduling, correspondence, records, and procurement activities; supports case preparation, contract reviews, and compliance initiatives; and serves as the department records management coordinator. The incumbent also acts as a backup to the Legal Assistant I and assists with special projects, litigation support, and coordination of student affiliation agreements and regulatory matters.

Responsibilities

Provide administrative support to Deputy University Counsel and AVP, and serve as backup to the Legal Assistant I to:

• Be available to open and close the office during business hours
• Manage calendars, schedule meetings using Outlook, Teams, Zoom, and other electronic methods, and set up meeting venues as necessary
• Greet and interact with University Counsel Office visitors
• Screen and prioritize calls
• Open, sort, prioritize, and distribute incoming correspondence, including faxes and emails
• Draft, format, and proofread letters and memos
• Make travel and conference arrangements
• Maintain office files
• Prepare agendas and supporting materials for meetings
• Take meeting notes/minutes, and follow up on action items
• Utilize the ODU procurement system to order equipment and supplies, process vendor payments, including payments for outside legal services, in accordance with the State Procurement Act and University purchasing procedures

Review standard and non-standard Student Rotation Affiliation Agreements, Track regulatory deadlines, court dates, filing deadlines, and response timelines, gather data and develop timelines for appeals and litigation matters, prepare exhibits, and evidence binders, and hearing/trial support materials.

Assist the AVP with the implementation and tracking of ongoing VHS compliance initiatives.

Serve as the department records management coordinator to track and manage the life cycle of University Counsel paper and electronic records (inventory, archive, destruction, etc.), assist the Contracts Paralegal in end-user contracts training, take on special projects and additional responsibilities as needed.

Qualifications

REQUIRED

• Demonstrated proficiency in the full suite of Windows and Microsoft Office applications, and ability to schedule meetings via Teams or Zoom
• Experience handling confidential and privileged information
• Demonstrated ability to maintain a professional image suitable for an executive-level office
• Exceptional written and verbal communication skills with the ability to draft, proofread, and format legal documents, contracts, and correspondence with minimal oversight
• Strong multitasking ability; proficient in managing competing priorities with tight deadlines
• Intermediate-level administrative skills
• Working knowledge of basic legal concepts

PREFERRED

• A minimum of two to five (5) years working in a legal office environment, reviewing contracts, or working with legal concepts (e.g., regulatory compliance)
• Business school or higher education degree in legal studies
• At least two years of administrative experience in a law firm or legal office

Location: Location

US-Norfolk