Legal Assistant

Job Description


An International company, located in Plano, TX, is seeking a Legal Assistant for a 12+ month contract role. This role is an onsite role.

The client's Legal team is the team of highly experienced in-house attorneys and legal professionals who provide full-service legal support to the company and its affiliates. The client seeks top-caliber team members who are committed to challenging the status quo and sustaining our success through continuous improvement and respect for people.

What we"re looking for:
• The Mobility Advisory Solutions group ('MAS') is a commercial transaction group that has been on the forefront of the client"s transformation into a mobility company. MAS is closely involved in the development and launch of new products and services . We also partner in initiatives that influence the client"s new businesses that raise challenging questions and require creative and practical legal advice.
• MAS is seeking a Legal Assistant to join the group. This role provides executive, administrative and operational support within MAS.
• The role focuses on system entries, coordinating meetings and events, accounting related processing, document preparation, and direct support to attorneys to ensure timely, accurate, and efficient legal operations.

Requirements:

What you"ll be doing:

Administrative & Operational Support for MAS Members:
Provide day-to-day direct support to 21 team members (3 executives, 13 attorneys and 5 non-attorneys) to help reduce administrative burden and enable focus on core legal work.
Create and maintain tools, templates, and materials that improve clarity and usability for MAS team members (e.g., evaluation forms, schedules).
Respond promptly to requests and ensure the materials, information, and coordination are delivered on time.
Perform administrative tasks including system entries, tracking, and coordination of legal workflows.


Scheduling & Event Coordination:
Manage calendars for executives.
Schedule business meetings for team members.
Book business travels and manage itineraries for team members.
Plan and support mid-size events, such as CLE sessions and team events, including logistics, communication, and coordination (20 - 50 participants).
Coordinate catering arrangements and restaurant/venue reservations for business meetings and team events.
Serve as a primary point of contact for outside counsel and provide administrative support.


Document & Formatting Support:
Prepare, format, and edit legal documents.
Improve document quality, consistency, and presentation through advanced formatting skills.


Accounting & Invoice Processing Support:
Handle financial and billing tasks, including: Expense report processing for team members, Vendor invoice processing, Journal corrections and Global Netting processing.
Electronic invoice analysis, including report generation and data exports.
Coordinate with internal systems and workflows related to finance and accounting, and seek clarity where processes are unclear.


Continuous Improvement & Learning:
Apply Kaizen principles to streamline administrative processes and improve efficiency for MAS team.
Continuously build understanding of attorney workflows and responsibilities to anticipate needs and provide more effective support.
Develop skills related to internal systems and tools, including accounting and procurement platforms (e.g., SAP-related data viewing, Collaborati, Ariba)


Systems & Tools Used:

TeamConnect - matter opening, tracking, and closure and legal fee billing.
NetDocuments - document and records management.
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneNote).
AdobePro and Nitro - Portable Document Format applications.
Docusign and Adobe e-Signature - electronic signature tools.
Artificial Intelligence (AI) - being comfortable using company-approved AI tools.


Qualifications/ What you bring (Must Haves):
2+ years of prior experience in C-level executive support/Executive/Administrative Support.
Hands on experience with scheduling & Event Coordination.
Document Preparation & Formatting.
Financial & Invoice Processing experience.
Technology Proficiency & Process Improvement experience.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, OneNote).

Added bonus if you have (Preferred):
Experience working in law firms or corporate law departments.
English and Japanese bilingual.