Our client, an Oil and Gas company, is looking for a Legal Assistant to work on a 12-months contract in San Ramon, CA.
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.
Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Review and approve invoices, reports, memos, letters, financial statements, and other documents.
Review and approve corporate documents, records, and reports.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Prepare agendas and make arrangements for committee, board and other meetings.
Administrative support to attorneys and maintaining a high level of confidentiality surrounding any
sensitive information/data and supporting other team members, as required.
Has an understanding of the litigation process, including discovery related issues and documents. - This is a MUST.
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
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 analyts and other team
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.
7+ years’ experience as administrative assistant, legal administrative assistant or in other positions with
Experience working with executives highly preferred
Knowledge of legal concepts and civil processes
Experience working in a legal department or law firm
Ensure quality results when proofing documents so they are error-free and returned to the customers
Verbal and written communication skills
Customer service skills and interpersonal skills
Ability to work independently and time management
Ability to keep information organized and confidential
Expert ability in event planning, budgeting, etc.
Expert leadership and mentoring skills necessary to provide support and constructive performance feedback.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint
Proficient in TeamConnect
Proficient with MS O365 (including Teams, Word, Excel, OneNote, PowerPoint, etc.)