legal Assistant

Legal Assistant

The Legal Assistant position will provide direct administrative support to the Downstream, Chemicals & Midstream Law Litigation group located in Houston and San Ramon. The position requires a high energy individual who is self-motivated, works independently as well as in teams, and has demonstrated the ability to use independent judgment within the scope of his/her responsibility. The individual should be able to discreetly and routinely handle confidential information and establish a positive and professional working relationship with and communications among team members, clients and other staff members. Responsibilities for this position may include but are not limited to:

• Administrative support to attorneys and maintaining a high level of confidentiality surrounding any sensitive information/data and supporting other team members, as required.
• Drafts, formats, and revises legal documents including litigation documents or correspondence and proofreads them to assure accuracy and coherency. Generates reports, presentations and other communications, as required.
• Ability to handle and process settlements, invoices, and payments within the legal matter management software system.
• Opens, updates and closes matters within legal matter management software system, including TeamConnect or iManage.
• Maintains files and records, as required, at work location or in the iManage system.
• Works in iManage to upload documents and manages deadlines using calendaring systems.
• Organizes meeting logistics for daily, weekly, monthly and annual events. Meeting logistics include: catering, scheduling meeting rooms, arranging WebEx or Teams calls, setting up equipment for video conferencing, and emailing meeting notices, agendas and other key information.
• Manages group calendar for the organization for key activities and events.
• Makes travel arrangements for both domestic and international travel. Assists with any travel related visa/immigration document preparation.
• Prepares travel and other business-related expense reports which include inputting, tracking and reconciling.
• Manages purchasing card charges and reconciles monthly statements in CTREX.
• Assists with other duties and special projects, as assigned by counsel, legal analyst and other team members.
• Effectively work with other internal support groups (Law Digital Platform, CBRES, etc.) to provide superior support to attorneys and other team members.
• Serves as a back up to other administrative support in Legal and the Business Unit.

Required Qualifications:

• High School Diploma or equivalent
• 5+ years' experience as legal administrative assistant or in other positions with similar tasks and responsibilities working in a legal department or law firm
• Has an understanding of the litigation process, including discovery related issues and documents.
• Knowledge of legal concepts and civil processes
• Proficient with MS O365 (including Teams, Word, Excel, OneNote, PowerPoint, etc.)
• Ensure quality results when proofing documents so they are error-free and returned to the customers within the time-frame requested
• Ability to handle multiple tasks simultaneously and adapt to changing needs and deadlines
• Takes initiative and is a team player
• Self-motivated, learns quickly, anticipates the needs of team members and has the ability to discreetly handle confidential information
• Strong collaboration and people skills with the ability to work with a diverse workforce
• Strong organization skills and attention to details are crucial
• Must be able to communicate in a clear, concise and effective manner, orally, and in writing; listens and takes directions quickly; maintains tactful and professional demeanor in all situations with all levels at organization and outside organizations.
• Good interpersonal skills

Preferred Qualifications:

• Bachelor's degree
• Proficient in TeamConnect