Position Summary
The Paralegal will provide comprehensive administrative support to assigned leaders and the Legal team and is expected to demonstrate exceptional attention to detail and accuracy in all aspects of the role. This position requires a high level of precision, organization, and follow-through, particularly in extensive scheduling and calendaring, document preparation, and confidential administrative work.
Supervisory ResponsibilitiesThis position does not have formal supervisory responsibilities.
Essential Duties and Responsibilities
- Provide overall administrative support to assigned leaders and legal department with a consistent focus on accuracy, completeness, and timeliness.
- Manage extensive, high-volume scheduling and calendaring with precision, ensuring meetings are correctly coordinated, confirmed, updated, and documented.
- Monitor calendars proactively to identify and resolve conflicts, gaps, or errors before they impact stakeholders.
- Manage billing software and communications with external counsel.
- Own the logistics and preparation for investor call meetings, including scheduling, coordination, and management of presentation decks.
- Manage and maintain the investor portal.
- Provide occasional logistical support, including travel coordination for legal team members as needed.
- Prepare, edit, proofread, and format correspondence, reports, presentations, and other materials, producing error-free, polished, and professional documents.
- Serve as a point of contact for internal and external stakeholders, demonstrating professionalism, discretion, and careful attention to information shared.
- Assist with Board meeting preparation, Annual General Meeting, and general legal meeting preparation, including agendas, materials, minutes, and follow-up actions, ensuring all materials are complete, accurate, and distributed appropriately.
- Assist with maintenance of legal files, contract tracking, and corporate governance records.
- Process expense reports, invoices, and purchase requests with careful review for accuracy, completeness, and compliance with legal department billing practices and budgets.
- Support departmental projects and special assignments by tracking tasks, deadlines, and deliverables with careful documentation and follow-through.
- Perform general office and administrative duties while maintaining consistent accuracy and reliability.
- Handle confidential and sensitive information with discretion, integrity, sound judgment, and close attention to detail.
- Perform related duties as assigned.
Typical Physical Demands Requires prolonged sitting, some bending, stooping and stretching. Requires constant data input for extended periods of time without leaving the work area. Occasionally lifting files or paper weighing up to 30 pounds. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other common office equipment. Requires normal range of hearing and eyesight to record, prepare, and communicate appropriate work related projects and reports.
Typical Working Conditions Normal office environment.
Education and Experience
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- 3-5 years of progressively responsible administrative or executive support experience.
- Demonstrated experience managing complex scheduling, documentation, and administrative tasks where accuracy is critical.
- Advanced working knowledge of Microsoft Office Suite/Adobe required.
- Ability to support multiple internal clients and multiple in-house attorneys.
- Excellent communication skills.
- Will have significant exposure across the company and requires a high level of professionalism.
- Access to confidential and/or privileged information, accordingly, discretion, good judgment, and integrity is critical and required.
Skills/Competencies
- Attention to Detail (Imperative): Ability to consistently produce accurate, thorough, and high-quality work; proactively identify errors or omissions; and maintain organized, reliable systems in a fast-paced environment.
- Strong organizational and time management skills with the ability to manage multiple priorities without sacrificing accuracy.
- Excellent written and verbal communication skills, with careful attention to grammar, formatting, and clarity.
- Proven ability to manage extensive calendaring and scheduling with precision.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); Adobe experience preferred.
- Ability to work independently while maintaining consistent standards of accuracy and follow-through.
- Professional demeanor with strong interpersonal skills.
- Sound judgment, discretion, and integrity when handling confidential or sensitive information.
What We Offer- This position is expected to pay $96,000 - $106,000 annually; depending on skills, experience, education, and any certifications that are directly related to the position. It is eligible for our annual Short Term Incentive program.
- Our health and welfare benefits are designed to invest in you and in the things you care about.
- We offer a 401k with a generous match, student loan repayment assistance, tuition reimbursement.
- To care for your wellbeing, we offer paid vacations and holidays, monthly wellness financial incentives, Employee Assistance Program.
- Health care offerings include medical, prescription drug, dental, vision, health savings account, flexible spending accounts.
- To assist you in leveraging the health care benefits, we offer personal health advocates, tele-medicine, surgery concierge services, diabetes care.
- Short-term disability, long-term disability, basic term life and accidental death and dismemberment coverage are provided at no cost. Optional coverages available include supplemental life insurance and supplemental accidental death and dismemberment insurance.
* The Company retains the discretion to add to or change duties of the position at any time.
