Legal Administrative Associate II

Job Summary

The Administrative Associate II will engage in a broad set of administrative duties associated with litigation, contracts, corporate governance, and regulatory requirements. The ideal candidate is a detail-oriented problem-solver who is able to meet reasonable deadlines while maintaining a client-focused business mindset. This position has the potential to grow into supporting contract management, assisting in written discovery in litigation, implementing checklists for routine processes, and supporting quarterly regulatory reporting.

Essential Functions

• General administrative functions, including entering payments/purchase orders into SAP, coordinating payment of legal invoices with Accounts Payable, tracking bill processing and payments, and sending documents as needed to outside counsel, counterparties, subsidiaries, etc.
• Communications with various parties, including insurance brokers and carriers, government agencies (state toll roads, police departments, etc.), law firms, and other entities
• Collaborate with attorneys and calendar all litigation and other deadlines
• Coordinate with insurance brokers and companies to track deadlines, and complete any necessary forms or communications
• Complete payments and assigned tasks related to subsidiary management, registrations, and licenses, as assigned by attorneys
• Track associated payments deadlines and problem-solve completion of necessary tasks in advance of deadlines
• Organize existing corporate governance documents, and assume responsibility for ongoing upkeep

Essential Functions (Continued)

• File company documents with Secretaries of State, as necessary
• Facilitate notary for Powers of Attorney and other necessary documents, and coordinate signing with notary, attorneys, and signors’ schedules
• Monitor mail on a regular basis and scan for distribution
• Schedule meetings, and collaborate with other business units
• Other duties, as assigned

Minimum Education and Experience Requirements

• High school diploma
• 3 years of administrative support experience
• Strong written communication skills, MS Outlook proficiency, and basic understanding of MS Excel

Preferred Education and Experience Requirements

• Associates degree or better
• Previous experience with SAP
• Spanish proficiency
• Interest in learning about legal operations

Language Requirement

Travel Requirements