Legal Executive Assistant

Location
Washington, D.C.
Posted
Jun 13, 2017
Closes
Jul 18, 2017
Industry
Healthcare, Law
Hours
Full Time

PURPOSE:

The Legal Executive Assistant provides high-level legal administrative support and assistance for the General Counsel and other personnel of the Legal Services Department by performing clerical and a variety of specialized, complex and confidential administrative support duties, and by performing other related duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The listing below is not meant to include all the duties of the position, nor do all listed examples include all tasks which may be required of the position.)

 

  • Maintain General Counsel’s calendar and contact list.
  • Schedule meetings and arrange conference rooms.
  • Draft and finalize reports for presentation to the Fund’s Board of Trustees and Trustee Appeals Committee.
  • Organize and maintain law library.
  • Prepare correspondence, spreadsheets, statistical reports, departmental metrics and key performance indicators.
  • Prepare confidential and sensitive documents.
  • Handle initial intake of legal services requests from other Departments.
  • Maintains office supplies  inventory by checking stock to determine inventory level; anticipating needed supplies; placing orders for supplies; verifying receipt of supplies.
  • Proofreads and edits correspondence and reports for accuracy and completeness.
  • Reviews and processes vendor invoices through AvidXchange.
  • Prepare and organize meeting material, including agenda.
  • Manage travel and prepare necessary travel and reimbursement documents for General Counsel.
  • Maintain departmental standard operating procedures.
  • Coordinate office management activities.
  • Maintain hard copy and electronic filing/document management system.

Qualified Domestic Relations Orders (QDRO) Review:

  • Prepare required checklists to track QDRO’s status in Fund Office.
  • Select, prepare and mail applicable acknowledgement letter to parties.
  • Select and draft applicable form determination letters for Pension Specialist’s Review.
  • Finalize and mail QDRO determination letters prepared by self or Pension Specialist.
  • Mail QDRO material upon request.

 

Budget Preparation:

  • Maintain detailed records of all costs incurred by the Legal Department during the Fund financial year and delineate how each item impacts the Legal Budget.
  • Maintain detailed database of legal bills submitted for payment to Accounting.
  • Help prepare departmental budget worksheets.
  • Prepare final budget package.

EXPERIENCE:

  • Thorough knowledge of legal documents and terminology, including terminology and documents related to employee benefit plans.
  • Thorough knowledge of legal communication practices and principles.
  • Working knowledge of legal research methods.
  • 3+ years’ experience as a legal or executive assistant.

EDUCATION:

  • High School Diploma; Associate degree preferred.

SKILLS:

  • Ability to think critically.
  • Strong planning and organizing skills.
  • Proficiency with MS Office, including Word, Excel and PowerPoint.
  • Typing speed of at least 50 wpm with high rate of accuracy.
  • Able to effectively prioritize and meet deadlines.
  • Excellent written and oral communication skills.
  • Courteous and professional demeanor.
  • Able to work as a team with attorneys and other legal professionals.
  • Strong sense of discretion and integrity.
  • High stress tolerance.

Start date to be determined after the candidate is selected.