Executive Legal Administrative Assistant (Temp to Perm)

Job Title

Executive Legal Administrative Assistant

Job Description

The Executive Legal Administrative Assistant supports the Managing Attorney in the Corporate Legal Department.

This is a 100% onsite position based at our Corporate Headquarters in Tampa, FL, and will be filled as a temp to perm via a staffing agency.

Responsibilities

Administrative

• Performs all Executive Administrative Assistant duties in connection with supporting the Managing Attorney, staff attorneys and paralegals [including, but not limited to, typing letters, memoranda, agreements/contracts, faxes, etc., from voice transcription, shorthand, or by self composition; word processing; electronic and hard copy file management (organization); preparation of check requisitions for outside counsel fees/costs and other billing invoices; and trains and oversees other administrative assistants' preparation and recordation of check requisitions for outside counsel fees/costs, estate/trust overpayment reimbursements and donor fee/cost reimbursements].

Department Reports

• Maintains and distributes (by hard copy or electronically) all information regarding officers and corporations to Legal Department staff. Types Hospital Regulations, Scientific Staff Bylaws, Intellectual Property Policy, multi hospital Medical Staff Bylaws/Procedural Rules, and other reports, as directed by Managing Attorney [including frequent revisions thereto and system wide dissemination thereof]. Types confidential memoranda and reports and disseminates as directed. Maintains current names and addresses for officers, board/committee members, and Donor Relations Directors (and keeps up to date supply of pre addressed labels for same for use by support staff as needed). Maintains online network scheduling calendars for two conference rooms in department.

Communication

• Answers phones and takes messages for Managing Attorney and other department staff as necessary. Coordinates multi participant teleconferences for Managing Attorney and other attorneys, as necessary. Screens phone calls received and redirects as appropriate. Initiates phone calls as directed. Occasionally greets visitors.

Data Entry

• Oversees proper entry and recordation of various types of information in department's electronic system and paper files, maintains department's records on fees/costs and other disbursements paid to outside counsel (individuals and firms) and other payees for litigation, hospital, miscellaneous, and estate/trust matters.

Mail

• Responsible for preparing/gathering daily and weekly (or other "as necessary") mailings to various corporate officers, board members, committee members, personnel/staff members, etc., for Managing Attorney and department. [Trains and oversees her back up's coordination and handling of same when involved in projects requiring her uninterrupted attention]. Reviews incoming mail, often prepares appropriate response for signature by Managing Attorney, and directs accordingly, or redistributes as necessary.

Professional Staff Support

• Assists Managing Attorney in making business travel plans [trains and oversees other administrative assistants' handling of same for their assigned attorney as necessary]. Registers staff attorneys for CLE programs and seminars. Trains and oversees processing of Bar and Association membership applications and renewals for staff attorneys and proper file maintenance for same by other administrative assistants. Updates Shrine directories and other reference materials for herself and Managing Attorney, and other staff attorneys/department personnel, as new information is received. On occasion assists other staff in identifying/diagnosing and resolving basic, minor problems relating to software and hardware (including, but not limited to, Outlook, MS Word, printers, copiers, fax machine, and telephones).

This is not an all-inclusive list of this job's responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

Qualifications

Required:

• 5 years of executive administrative assistance experience in a Legal environment
• MS Office Suite proficiency
• Familiarity with basic legal terms (including, but not limited to, those dealing with probate, litigation, labor, healthcare and general corporate matters)
• High School Diploma/GED