Administrative Assistant - Donatech

Essential and other important responsibilities and duties may include, but are not limited to, the following:

Assist with the gathering of information, materials, documents, reports and evidence which is necessary to respond to discovery and other inquiries.

Provide pro-active support to track actions, deadlines and manage documents.

Handle incoming mail and outgoing correspondence via ordinary mail, facsimile, e-mail, and/or overnight courier service and certified mail via web-based programs.

Process new vendor requests and update existing vendors records as needed in Coupa SIM onboarding tool.

Prepare check requisitions in accordance with proper accounting procedures, and appropriate approvals.

Review electronic invoices from law firms for billing guidelines conformity and maintain necessary records to ensure compliance with auditing requirements.

Respond to inquiries from law firms/vendors on the status of an invoice payment.

Generate reports with regard to matter status, law firm timekeeper rates, and spending to budget status.

File management in conformance with established record retention guidelines.

Prepare reports, presentations and organize training sessions as related to the Law Department.

Ensure that the Law Department portrays the best possible image to all those that contact us or interfaces with us by providing prompt responses, high quality legal documents, sound solutions and effective communication.

Offer recommendations, implement solutions and utilize technical information to establish best practices and increase workflow efficiency.

Fulfill other administrative needs and duties as assigned.

JOB REQUIREMENTS

MINIMUM QUALIFICATIONS:

High School diploma required, Associate Degree in paralegal studies, business, communications, legal studies, or related discipline is preferred.

Minimum of 5 years of experience as an administrative assistant or related field in a Law Firm or Corporate Law environment.

KNOWLEDGE, SKILLS & ABILITIES:

Strong oral and written communication skills; ability to interact across a variety of cultures.

Plan, organize and ability to effectively prioritize multiple tasks and projects and meet deadlines.

Demonstrates significant understanding of general legal terminology and legal principles.

Attention to detail, accuracy, and strong organizational skills.

Ability to maintain confidentiality of sensitive communications and data.

Strong professional, technical, and analytical skills and the aptitude to learn rapidly.

Ability to work independently and proactively with minimal supervision and guidance, reliable in structuring work.

Demonstrated ability to work efficiently under time constraints, organizational skills and ability to prioritize workload.

Expertise using contemporary office equipment and applications, including MS Office Suite including Outlook, Excel, Word, Power Point, Share Point, MS Teams, Box and One Drive.

Knowledge of Client' Legal Tracker e-billing and matter management preferred.

Openness to learn and leverage technological solutions.

Interacts in a way that builds an environment of teamwork and collaboration.

Continuous improvement mindset to increase process efficiencies.

Highly service-oriented - has a desire to do what is necessary to meet the needs of the team.