Job Description : Position Purpose

Position Purpose

This position is responsible for review, scheduling and input of real estate leases and general contract legal support and administrative services for the Vice President of Administrative Services;

managing administrative functions of the Administrative Services Department.

In addition, this position provides complex administrative support services to the Director of Facilities, Director of Corporate Support Services and the Director of Physical Security and Business Continuity with regard to legal contracts in the ICertis Legal system.

This position requires a consistent collaboration with the Legal department support staff and attorneys as needed to process contracts and lease agreements.

Nature And Scope

This role does not manage people

This role reports to this job : Vice President of Administrative Services

Necessary Contacts : In order to effectively fulfill this position, the incumbent must be in contact with :

Administrative Services management, Legal Department support staff and all levels of Client management and employees; Contract vendors and various business partners.

Qualifications

Education

High School Diploma or equivalent required

Paralegal certification preferred

Work Experience

Must have at least years of administrative support experience, preferably in the insurance or real estate industry

Two years of paralegal experience preferred

Experience in corporate law, real estate lease transactions and contractual documents preferred.

Skills and Abilities

Strong understanding of the legal process with the ability to analyze and interpret legal documentation and how it relates to and affects the company and business agreements.

Excellent written and oral communication skills, exquisite precise attention to detail, analytical abilities, effective grammar and human relations skills, and the ability to work independently are required.

Computer skills, including experience in using Microsoft Office (Outlook, Word, Excel, Access, PowerPoint, Teams, etc.) and eDiscovery software.

Must be able to type wpm, take dictation, and compose correspondence.

Must be able to set priorities, organize workflow, take initiative, establish and document efficient procedures, pay attention to detail, perform multiple tasks, and follow through with minimum supervision.

Ability to handle all confidential material and issues with discretion necessary.

Must have strong, effective, organizational and interpersonal skills. Must possess flexibility, good judgment, and problem-solving skills.

Must possess thorough overall knowledge of the company.

Must have high level of competency with desktop computers and with the relevant computer software, including Word, WordPerfect, Excel, Access, PowerPoint, and specialized programs such as the Client Budget System and bill tracking system.

Must be able to take initiative to learn new software and complex databases.

Licenses and Certifications

National Certification for Paralegal Assistants is preferred

Accountabilities And Essential Functions

Reads, reviews, understands, organizes, redacts, and produces records in response to contractual documents in accordance with applicable privacy laws and regulations.

Researches corporate Icertis systems and document repositories to locate relevant information and documents responsive to request

Maintains case files, charts, databases, and tables to track pertinent operational and legal information related to assigned matters, and to ensure accurate and efficient information retrieval of documents / data as well as timely completion of contract related activities.

Calculates and calendars contract and agreement deadlines; monitors all due dates to ensure all response deadlines are timely met, keeps current with changes in Legal and Finance processes.

Communicates with requestor and internal personnel to facilitate progress of response to requests.

Assists, as needed and assigned, with other administrative support matters

Responsible for preparing correspondence, reports and confidential documentation, and performing administrative and contractual tasks for the Vice President of Administrative Services and other Department Directors to ensure accurate and efficient flow of work within the Administrative Services Department.

Assists with preparation and management the budget for the Administrative Services Department to comply with Company standards, while ensuring that the Department’s administrative expenses are cost effective.

The physical demands described here are representative of those that must be met by an employee to successfully perform the accountabilities (essential functions) of the job.

Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.