Legal Assistant

Department: Legal

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: Bridget Smith

Compensation: $80,000 - $90,000 / year

Description

Overview
We are looking for a committed, organized individual to join our team as a Paralegal, responsible for supporting the Legal Department with a wide range of legal and administrative support including employment matters, contracts, intellectual property, real estate, corporate governance, third-party information requests (subpoenas), privacy & compliance, and other matters across the Library. You should be an experienced, highly motivated team player ready to play a key role across a wide variety of legal areas. Supporting a team of three attorneys, you should be a collaborative and results-oriented individual with the ability to manage and complete multiple, disparate tasks.

We are looking for someone we can count on to:
Own:

• The coordination of internal client intake and follow-up, and track resolution with the team’s attorneys
• Drafting and editing of straightforward legal documents
• The administrative tasks of the legal team, including both physical and electronic document management and matter calendaring

Teach:

• Internal clients how to present matters to the attorneys for review
• Team members how to more effectively and efficiently use the newly-launched document management system

Learn:

• The complexities and diversity of matters faced by an in-house legal team at a library
• Internal procedures and policies that guide the work of the Library

Improve:

• Procedures related to the document management system
• Procedures responding to subpoenas, court orders and discovery requests
• Internal client management

Some expectations for this role are that within:
1 month, this person will:

• Become familiar with the organizational structure of the Library and its leadership
• Begin to upload and organize new matters within the document management system
• Learn and utilize Library system (Workday) for payment of invoices, particularly paying and tracking outside counsel invoices

3 months, this person will:

• Draft and review requested changes to licenses, releases and agreements
• Understand and continue to learn about systems and procedures related to procurement and accounts payable

6 months and beyond, this person will:

• Recommend changes in procedures to improve the administrative functions of the Legal Department, including matter intake procedures and document management
• Be fully engaged with the team’s initiatives and work

Responsibilities

• Assist the lawyers in reviewing, drafting and preparing legal documents, other legal correspondences, and minutes of the Board of Trustees
• Perform general administrative tasks, record management, and budgeting 
• Assist in recruitment, onboarding and training of office staff, interns, externs and fellows
• Assist in developing and implementing internal policies and procedures for functioning of the department
• Facilitate effective communication within the department and with external parties
• Notarizing documents
• Perform other related duties as required

Required Education, Experience & Skills

Required Education & Certifications

• Bachelor’s Degree in Legal Studies, Paralegal Studies or related field; equivalent experience considered
• Paralegal Certification preferred
• New York notary public Commission, or willingness to apply for commission upon hire

Required Experience

• 5+ years of experience supporting senior level staff – experience working in a law firm, agency, or legal department strongly preferred
• 5+ years of paralegal-type experience; must have an ability to read and interpret legal documents, forms and procedures

Required Skills

• Proficiency with Microsoft Office Suite and Google Workspace
• Excellent organizational and multitasking skills
• Proven experience in office management, preferably in a legal setting
• Strong knowledge of legal procedures, terminology and compliance requirements 
• Effective communications and interpersonal skills
• Ability to work in an environment where confidentiality is critical
• Familiarity with financial management and budget
• Have a strong customer servi