Legal Assistant to Vice President and General Counsel

The Legal Assistant primarily supports the Vice President and General Counsel and provides high-level legal assistance  and organizational  support to the entire Division of the General Counsel at Monmouth University. The position plays a critical role in maintaining the efficient operation of the office, ensuring the highest level of confidentiality, and supporting legal and compliance functions in a complex academic environment. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities with discretion and professionalism.

This is an in-person, on-campus, non-remote position.

Duties and Responsibilities:

• Serve as the first point of contact for the Division of the General Counsel, responding to inquiries and directing matters appropriately.
• Manage and maintain calendars for General Counsel and all other attorneys, including scheduling meetings, appointments, conference and travel arrangements as necessary and outside dates as needed;  inclusive of room and equipment needs.
• Draft, format, proofread, and edit correspondence, reports, presentations, and legal documents.  Take and transcribe dictation of letters and memoranda, including material of a confidential nature, including composing correspondence independently or from oral instructions.
• Organize and maintain digital and physical filing systems, ensuring legal documents are properly filed and accessible in compliance with records retention policies.
• Support contract management processes, including tracking, filing, and monitoring the status of contracts and agreements.
• Assist with preparing materials for meetings, negotiations, and presentations.
• Assist with coordination of budget transactions including processing of reimbursements, purchase requisitions.
• Assist Division Budget Manager to review and monitor all invoices, expenses, and outside attorney billings for accuracy; process expense vouchers for payment; and monitor and track budgetary expenditures for the Division of the General Counsel. Monitor deductibles on legal fees covered by insurance.
• Receive notices to produce, document/information requests, and subpoenas requesting documents, incidents and police reports on behalf of the University and prepare responses for General Counsel’s review and approval. Collect and review documents from other departments and make necessary redactions.
• Work with Vice President and General Counsel preparing materials for both the Board of Trustees’ and the Bruce Springsteen Archives and Center for American Music (BSACAM) Board of Directors’ meetings and committees meetings and other meetings, as necessary. Take and prepare minutes and agendas as necessary.
• Attend Board meetings as requested by Vice President and General Counsel in order to take minutes.
• Maintain confidentiality of sensitive and privileged information in compliance with legal and ethical standards.
• Serve as the webmaster, develop and maintain the Office of the General Counsel webpages.
• Provide clerical support to all members of the Division as necessary.
• Monitor and order office supplies and ensure operational needs are met.
• Interface with various university departments, external counsel, and regulatory agencies in a professional manner.
• Other duties as assigned.

 

Minimum Qualifications:

• Minimum of 4 years of administrative or legal administrative experience, preferably in a law office, corporate legal department, or academic institution.
• Exceptional organizational and time-management skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management systems.
• Strong interpersonal and communication skills, both written and verbal.
• Ability to maintain highest confidentiality and exercise sound judgment in handling sensitive and privileged matters.
• Demonstrated ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications:

• Experience supporting legal professionals or working in a legal environment.
• Familiarity with higher education administration and compliance issues.
• Notary public certification or ability to become certified.

Additional Application Material Required:

Monmouth University requires all applications and supporting documents to be submitted via the university’s career portal. In addition to the application, candidates should upload the following:

• Resume or Curriculum Vitae
• Cover Letter

Optional Documents:

• Professional References

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