Legal Assistant

Legal Administrative Assistant

This position provides administrative and business support with a high level of independence, initiative, discretion, accuracy, and attention to detail. The role is broader than traditional administrative support. The successful candidate will anticipate needs before being asked, drive action items to closure across a global organization, and ensure the supported attorneys are fully prepared for every meeting, decision, and engagement on the calendar. Maintaining confidentiality is a crucial aspect of this position.

Responsibilities may include, but are not limited to, the following:

Calendar, Travel, and Executive Time Management

• Own Outlook calendars, including scheduling and coordinating logistics for meetings, activities, and special functions across multiple time zones.
• Exercise judgment about where the attorneys' time creates the most value by protecting time for priority business, resolving competing requests without escalation, and quickly rebuilding the schedule when travel or urgent matters disrupt it.
• Prioritize items that need immediate attention and follow up with others as necessary to meet deadlines.
• Coordinate domestic and international travel logistics, working with international law groups to align itineraries, meetings, and on-the-ground support.
• Track and coordinate business trip requirements, including passports, visas, immunizations, and electronic travel authorities (ETAs).
• Assemble briefing materials, background information, and pre-reads for meetings and travel, including why each meeting matters and what decision is being requested.
• Track and gather business and travel expenses and submit monthly expense reports.
• Make appropriate, informed decisions about priorities and urgency in situations that require a quick response or turnaround.

Executive Communications

• Compose messages and replies on behalf of the supported attorneys.
• Handle sensitive and privileged material with discretion.
• Coordinate with assistants supporting other leaders so schedules, materials, and messaging stay aligned.

Organizational Support, Records, and Special Projects

• Maintain leadership team documents in the iManage document retention application so records stay complete, current, and easy to retrieve.
• Use digital tools, including Microsoft 365, Copilot, SharePoint, Workday, Power BI, Forms, and Power Automate, to streamline recurring work, build reusable templates, and improve how the attorneys operate.
• Maintain SharePoint sites, pages, document libraries, lists, collaboration spaces, and knowledge resources.
• Support business process improvements through forms, trackers, workflows, knowledge repositories, self-service resources, or similar digital solutions.
• Support documentation, training, user adoption, and effective use of approved tools and technologies.
• Use approved AI-enabled tools responsibly to improve work quality and efficiency.

Document, Meeting, and Program Support

• Draft, format, and revise spreadsheets, documents, and presentations under strict deadlines.
• Coordinate logistics, agendas, and presentation materials for meetings, conferences, and special functions.
• Follow through to ensure deadlines are met, proactively following up with individuals as needed.
• Support programs and initiatives by coordinating participant lists, meeting schedules, tracking documents, training materials, and showcase sessions.
• Work closely and collaboratively with other legal administrative assistants and executive assistants as needed.
• Assist with other duties and special projects as assigned.

Required Qualifications:

• Minimum of 5 years of experience providing direct support to executive-level management as a legal assistant, executive assistant, or administrative support professional, or in a related professional role.
• Bilingual proficiency in English and Spanish , with the ability to communicate effectively in both languages.
• Advanced proficiency with Microsoft 365, including Outlook, Word, PowerPoint, Excel, Teams, and SharePoint.
• Experience coordinating international travel and working across time zones with international teams.
• Ability to handle all duties with a high level of confidentiality, initiative, and independence.
• Demonstrated ability to work without direction, anticipate needs, and take ownership of outcomes rather than tasks.
• Strong interpersonal skills and the ability to work cooperatively with all levels of management.
• Demonstrated ability to adapt readily to the needs of diverse work groups and remain calm under pressure.
• Demonstrated written and verbal communication skills, including drafting and editing communications on behalf of an executive.
• Demonstrated ability to prioritize, meet deadlines under changing circumstances, multitask, and anticipate changing needs and requirements.
• Strong organizational skills, attention to detail, and the ability to complete tasks under tight deadlines.
• Demonstrated ability to solve problems and exercise good judgment when making quick decisions.
• Demonstrated ability and willingness to learn new technologies and apply digital tools to business needs.

Preferred Qualifications:

• Experience supporting a senior executive in a corporate legal department or law firm, including familiarity with privileged and confidential material.
• Experience coordinating the operating rhythm of a leadership team in a global organization, including agendas, pre-reads, executive reporting, and action tracking.
• Experience maintaining or supporting SharePoint sites, pages, document libraries, lists, navigation, or collaboration workspaces.
• Experience with iManage, Workday, Power BI, DocuSign, Team Connect, CTREX, or comparable document management, human resources, and reporting systems.
• Experience supporting process improvement efforts, user adoption activities, knowledge management practices, or technology-enabled business processes.
• Demonstrated use of technology or approved AI-enabled tools, including Microsoft Copilot, to improve personal and team productivity.
• Relevant experience supporting legal, corporate, compliance, or professional services teams.

Assignment Deliverables:

• Provide administrative and business support to Legal Services, including calendar and meeting coordination, travel support, document preparation, action tracking, records management, and support for special projects.
• Use Microsoft 365 and approved digital tools to improve efficiency and support timely completion of assigned deliverables.
• Maintain confidentiality and accuracy throughout the assignment.