Executive Secretary/ Legal Aide

Position Purpose:

-Provides clerical, administrative, record keeping, and general office support of legal teams with a particular focus on legal mail reception and re-distribution at HQ. The incumbent will be part of the Legal Support team assisting members of the Legal Department in clerical and administrative aspects as needed.

Major Responsibilities/Accountabilities:

• Receive, review, and log all incoming legal mail, ensuring timely and accurate documentation within the department’s designated tracking systems.
• Efficiently route legal mail to the appropriate attorneys, paralegals, or departmental stakeholders, ensuring information reaches the correct parties without delay
• Assess and categorize legal correspondence based on content, urgency, and required action, applying sound judgment to prioritize appropriately.
• Assist attorneys and legal support staff in drafting routine correspondence, memos, and document summaries
• Assist with special projects involving data gathering, analysis, or process improvement.
• Process invoices and work with Legal Operations and Finance to ensure timely payments as needed
• Maintain strict confidentiality and discretion when processing sensitive legal documents, in alignment with department and Clients policies.
• Other related projects as assigned

Qualifications:

Required Knowledge/Skills/Abilities:

• Working knowledge and proficiency with Microsoft Office Suite or similar applications, including Outlook, Word, Excel and PowerPoint with ability to maintain basic databases.
• Must possess ability to triage and redistribute mail to relevant points of contact.
• Must possess excellent organizational skills.
• Must possess knowledge of all basic office equipment.
• Must possess basic knowledge of record management (files, logging, retrieving, follow-up systems etc.)
• Must possess knowledge of technical terminology relevant to department assigned.
• Must possess ability to compose memos and correspondence.
• Must have excellent interpersonal skills and willingness to be a team player in all aspects of departmental operations.
• Must possess excellent organizational skills.
• Must be able to maintain a high degree of confidentiality and discretion.

Required Education/Experience/Training:

• Must possess High school diploma or GED plus a minimum of six years administrative/secretarial experience. Or an AAS degree plus a minimum of four years of administrative/secretarial experience, or a bachelor’s degree plus a minimum of two years of administrative/secretarial experience.
• Knowledge of Microsoft Office Suite (incl. MS Teams, Outlook, SharePoint).