Legal Administrative Assistant

Position Title: Legal Administrative Assistant                 

Department: Office of General Counsel                                                    

Division: Office of General Counsel                                              

Reports to (Title):  Vice President, General Counsel and Secretary of the Board                                                                                               

# Direct Reports:   0

Parameters:   ☒ FT    ☐ PT                                                  

Primary Location:       ☒ Main Campus

Flex Work (Hybrid) Eligible:            ☐ Yes          ☒ No                                           

Remote Eligible (100% off campus):       ☐ Yes     ☒  No

Classification:   ☐  Exempt       ☒     Non-Exempt              

Job Profile #: 00008

Hourly Rate: $28.85 - $33.65

POSITION SUMMARY:  The Office of General Counsel (OGC) represents Marymount University in all legal matters. We are committed to exceptional representation and working collaboratively to render legal advice in an atmosphere of trust and respect. Through our legal services we assist our clients in achieving their mission and goals. This position performs moderately complex technical and administrative support to the Vice President and General Counsel, Secretary of the Board. Works under general supervision with considerable latitude for initiative and independent judgment.

This is an onsite position; Monday – Friday 8:30-5:30.

ESSENTIAL FUNCTIONS:

• Draft, edit, proofread, and finalize legal correspondence, memoranda, reports, forms, and other documents with accuracy and attention to detail.

• Open and maintain electronic and physical legal files in accordance with established office protocols and records management policies.

• Process intake of new legal matters, including initiating and organizing related documentation and creating electronic case files.

• Coordinate the delivery of legal correspondence, including mailing and arranging for courier services when necessary.

• Receive, sort, and distribute incoming legal mail and documents in a timely manner.

• Answer and route incoming telephone calls; take detailed messages and ensure prompt communication with appropriate personnel.

• Manage and maintain the General Counsel’s calendar, including scheduling meetings, tracking legal deadlines, and coordinating appointments.

• Organize and facilitate meetings, legal training sessions, conferences, and special events, including preparation of materials and logistics.

• Assist the General Counsel with gathering legal records and documentation in response to internal and external requests.

• Support the drafting, formatting, and review of legal policies and procedures under the direction of the General Counsel.

• Compile, review, and analyze data for use in reports, legal summaries, and internal decision-making processes.

• Maintain records of the Office of the General Counsel (OGC) in compliance with applicable university policies and legal requirements for records retention.

• Perform accurate data entry and utilize Microsoft Excel and other tools to manage legal data and track case-related information.

• Contribute to the improvement of office procedures by recommending and implementing process enhancements for efficiency and compliance.

• Provide administrative support to the General Counsel in preparation for Board meetings, including organizing materials and drafting correspondence.

• Submit IT service requests related to office hardware and technical needs.

• Monitor inventory and order office supplies to ensure efficient daily operations

NON-ESSENTIAL FUNCTIONS/OTHER DUTIES AND ASSIGNMENTS: Other duties as assigned.

REQUIRED QUALIFICATIONS:

Associates degree (or higher degree) and five years of administrative support/secretarial experience.

PREFERRED QUALIFICATIONS:  Four years or more administrative support/secretarial experienc