U

University of Pennsylvania

Ivy League university in Philadelphia, PA

Legal Assistant

Administrative SupportConfirmed live in the last 24 hours
Full-timePhiladelphia, PA, USA$31.55 - $38.45 /hrIn-person

About the Job

Requirements

  • High school diploma required; an associate or bachelor's degree is preferred.
  • A minimum of five years of experience at a comparable level, including at least three years of advanced secretarial training, is required.
  • Training and/or experience as a legal secretary is required.
  • Experience with legal, technical, and medical terminology is preferred.
  • Superior word-processing skills are required.
  • Analytical, research, and writing skills are required.
  • The role requires maintaining effective work relationships at all levels and exercising discretion with highly confidential information.
  • The role requires independent thinking, initiative, recognizing basic requirements, and following through on additional requirements case by case.
  • The role requires recognizing deadlines and prioritizing work accordingly.
  • The role involves working with counsel to direct and respond to requests from outside counsel.
  • The role requires independently handling requests for information and assistance to counsel and organizing a large volume of documents on a variety of topics.
  • The role requires communicating with coworkers and clients, working cooperatively, and dealing tactfully and professionally with all levels of management.
  • The candidate must speak, read, and write fluent English.
  • Superior skills working in a Windows 11 PC environment and using Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Access, Adobe Acrobat, Internet Explorer, and other computer software applications are required.
  • Accurate typing speed of 95 words per minute is required.

Responsibilities

  • Provides confidential administrative support to legal staff.
  • Provides secretarial support to a particular legal specialty or team within the Office of the General Counsel, such as student and faculty, tax and benefits, corporate, transactional, intellectual property, real estate, litigation, labor and employment, or another specialty.
  • Assists with preparing contracts, corporate, transactional, intellectual property, claims, risk management, and other legal documents, correspondence, and reports.
  • Types materials from rough drafts, corrected copy, voice recordings, and magnetic tape files, ensuring appropriate form and content.
  • Types or enters and assembles legal forms, schedules, reports, lists, correspondence, calendars, briefs, facsimile requests, and opinions.
  • Proofreads and corrects materials for grammar, syntax, punctuation, clerical accuracy, and spelling.
  • Composes, compares, edits, revises, tabulates, and prints letters, tables, reports, and other materials.
  • Sets up and maintains calendars and appointment schedules for attorneys.
  • Reserves meeting locations and arranges supplies such as overheads, handouts, and other materials.
  • Promptly communicates schedule changes to attorneys and all other involved parties.
  • Prepares meeting confirmations and pulls and reviews files for daily calendars.
  • Ensures meeting files are up to date and contain pertinent information, follows up to request missing information, and brings issues to the attorney's attention for action.
  • Makes travel and lodging arrangements for attorneys and prepares expense and reimbursement requests.
  • Handles telephone calls to and from clients, University and Health System administrators, faculty, students, and other internal and external personnel.
  • Responds to questions or directs them to the appropriate staff member or University or Health System office, and independently handles matters that do not require an attorney's or paralegal's personal attention.
  • Assists with compiling and maintaining letters, agreements, and other documentation.
  • Maintains ticklers and enters data into databases, spreadsheets, and other tracking systems.
  • Sets up, organizes, and maintains paper and electronic files, and organizes documents and other materials in a central filing system.
  • Creates and maintains tickler schedules for archiving and purging.
  • Uses a personal computer to produce databases, proposals, charts, graphs, presentation materials, mailing lists, legal materials, and meeting agendas as requested.
  • Tracks and maintains University and Health System trademark applications, issued trademarks, statuses, and other data elements in the Trademark Docket database in Microsoft Access.
  • Receives, opens, prioritizes, and distributes mail, and operates Windows PCs, photocopiers, scanners, and printers.
  • Performs general office duties and collaborates with other members of the Office of the General Counsel.
  • Assists counsel with research, including obtaining copies of statutes, regulations, ordinances, corporate filings, and cases as directed.
  • Performs special projects and other related duties as assigned, including logistics for conferences and other group events.
  • Provides backup secretarial support as needed.

Desired Qualifications

  • Experience with legal, technical, and medical terminology.

About the Company

University of Pennsylvania

Ivy League university in Philadelphia, PA

The University of Pennsylvania is a private Ivy League research university in Philadelphia. It comprises twelve undergraduate, graduate, and professional schools, including the Wharton School, Perelman School of Medicine, and Penn Carey Law.

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