Legal & HR Administrative Assistant
Vehicle Management Solutions
Job Description
Job Description
Job Title: Legal and HR Administrative Assistant
Pay range 85K – 100K
Position Summary:
We are seeking a highly organized and detail-oriented person to support our Chief of Staff, Director of Human Resources, and general counsel. This role will serve as a critical partner to the corporate teamattorney, handling administrative legal tasks, managing entity compliance, coordinating legal responses and deadlines, and maintaining oversight of contracts, leases, and corporate records.
This individual will help ensure the company remains compliant, organized, and responsive across all legal and regulatory matters while improving efficiency and visibility across our legal operations.
Key Responsibilities:
Legal & Administrative Support
● Provide day-to-day administrative support to the company’s chief of staff, director of human resources and corporate attorney
● Assist in preparing, reviewing, and organizing legal documents and correspondence
● Maintain legal calendars, track deadlines, and ensure timely responses to legal matters
● Coordinate internal information gathering for legal requests and matters
Service of Process & Claims Coordination
● Monitor and manage all incoming service of process , subpoenas, and legal notices
● Act as the central point of contact when the company is served
● Coordinate with internal stakeholders to gather required documentation and information
● Track claims, legal matters, and status updates to ensure timely handling and resolution
Entity Management & Corporate Compliance
● Oversee corporate entity records, including formations, registrations, and good standing status
● Manage annual filings, state registrations, and compliance requirements across jurisdictions
● Maintain corporate records, officer/director information, and organizational documents
● Partner with third-party providers (e.g., registered agents, filing services) to ensure accuracy and timeliness
Contract & Lease Management
● Maintain centralized repository for contracts, leases, and legal agreements
● Track key contract terms, renewal dates, and obligations
● Assist in contract review process and coordinate execution workflows
● Ensure proper storage, version control, and accessibility of all agreements
Process Improvement & Legal Operations
● Help develop and maintain standardized processes for legal intake, tracking, and reporting
● Support implementation and optimization of legal tools (e.g., contract management systems, entity management platforms)
● Create reporting dashboards or summaries for leadership visibility into legal activity
● Identify opportunities to streamline workflows and reduce administrative burden on legal and operations teams
Fixed Asset Management
● Maintain and oversee the company’s fixed asset registry, including vehicles, equipment, and leasehold assets
● Track asset details such as location, ownership, purchase date, cost, and status
● Coordinate with operations, finance, and insurance teams to ensure asset records are accurate and up to date
● Align asset tracking with leases, contracts, and insurance coverage to ensure proper entity ownership and compliance
● Support audits, reporting, and inventory validation efforts across multiple locations
● Identify gaps or inconsistencies in asset tracking and help implement standardized processes
Qualifications
● Paralegal certification preferred
● 3–7+ years of experience in a corporate legal department or law firm
● Strong knowledge of corporate governance, entity management, and contract administration
● Experience handling service of process and legal document coordination preferred
● Familiarity with legal management systems (e.g., contract lifecycle tools, entity management platforms like FileJet) a plus
● Exceptional organizational skills and attention to detail
● Strong communication skills with the ability to interact across all levels of the organization
● Ability to manage multiple priorities in a fast-paced, dynamic environment
Key Competencies
● Highly organized and process-driven
● Proactive and solution-oriented
● Strong sense of ownership and accountability
● Discretion and professionalism in handling sensitive information
● Ability to translate legal needs into practical, business-friendly solutions
Benefits:
Comprehensive Benefits Package
$60k - $70k
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