Non-Clinical - Administrative/Executive Assistant

Job Title

Shift: Day 5x8-Hour (08:00 - 17:00)

Working location address: 220 Arch St., Suite 03-111, Baltimore, MD 21201

Interview through Teams

Temp to start with. Possible to convert based on business need but not a guarantee.

Job Summary

Under general supervision, provides a variety of administrative legal support services to Medical System attorneys. Performs legal secretarial duties.

Job Duties

1. Acts as liaison between attorneys and clients/employees/customers. Triages and responds to telephone and in-person confidential legal inquiries. Answers Legal Department mainline and attorneys' phones; screens calls, takes messages and provides information promptly, courteously and accurately.

2. Prioritizes requests and information provided relative to requests for legal advice/questions, due diligence, audits, subpoenas, and litigation discovery; drafts written responses [email or letter] using information provided by the attorney.

3. Perform office administrative functions, including filing, printing, copying, scanning, collating, managing/ordering supplies, addressing attorney and staff needs, maintaining/updating legal library and other general organizational responsibilities to support a high-functioning legal office.

4. Prepares purchase orders, organizes approvals and processes invoices for legal services for payment. Tracks department budget and prepares reports to financial reporting. Compiles statistics from various reports as requested, examines and verifies completeness, propriety, adequacy and accuracy of computation.

5. Composes professional correspondence, memos, and reports. Proofreads and corrects prepared materials for correct grammar, spelling, punctuation, format, syntax, and content.

6. Schedules meetings, itineraries, makes travel and lodging arrangements, prepares travel advances and related expense reports for attorneys. Prepares meeting agendas, sends out notices of meetings, and records meeting minutes.

7. Coordinates and tracks workflow, schedules, and projects, committee decisions to ensure paperwork is complete and appropriate and any necessary follow-up activities are completed in a timely manner.

8. Ensures operation of equipment by conducting preventative maintenance requirements; calling for repairs; developing and maintaining equipment inventories; evaluating new equipment needs; procuring approved equipment.

9. Maintains supplies inventory by routinely checking stock to determine inventory levels; anticipating need to order supplies; placing orders for supplies; verifying receipt of supplies ordered.

10. Receive, sort and deliver mail.

11. Works collaboratively with attorneys, support staff and business partners to perform the above job functions.

Job Requirements

* High School Diploma or equivalent (GED) is required; college degree is preferred.

* Four years of progressively responsible position(s) in a senior level administrative assistant's role(s) in a legal setting is required.

* Experience working in a healthcare environment is preferred.

* Highly proficient knowledge and use of a Microsoft Office (Excel, Word, PowerPoint).

* Demonstrated ability to type a minimum of 60 wpm is required.

* Knowledge of legal terminology is preferred.