Administrative Assistant

Job Description

Ingram Content Group (ICG) is hiring for an Administrative Assistant to support our Legal team in LaVergne, TN just outside Nashville. 

This person is an integral part of the Legal team, working closely with, and providing assistance and administrative support to the legal department as requested.  The Administrative Assistant assists with a wide range of confidential and sensitive matters, including gathering of facts and necessary information for the preparation, distribution, and execution of contracts, amendments, and other legal documents.  They field calls and other communications and maintain electronic and hard-copy Legal files for Ingram Content Group companies (ICG).  The Administrative Assistant serves as a superuser of and helps to operate and maintain ICG’s contract management system and other systems used within the Legal Department.  Finally, the Administrative Assistant provides various administrative support to the Legal Department including, but not limited to, copying, scanning, scheduling, expense reports, and travel arrangements.  

Ingram Content Group (“Ingram”) connects people with content in all forms. Providing comprehensive services for publishers, retailers, libraries, and educators, Ingram makes these services seamless and accessible through technology, innovation, and creativity. With an expansive global network of offices and facilities, Ingram’s services include digital and physical book distribution, print-on-demand, and digital learning.

Required Qualifications:

• Associate degree, relevant training OR 2 years’ relevant experience

Key Responsibilities:

• Operates as initial intake for questions and requests for Legal services, to include searching files for similar requests, evaluating completeness of request, and following up if request is not complete, obtaining information regarding requests and forwarding completed requests to attorneys.
• Provides general administrative assistance by reading, summarizing, and routing correspondence; drafting letters and documents; collecting and reviewing information; and initiating communications, all at the request and under the guidance of attorneys and Legal Services Specialists.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders for supplies within company guidelines, including obtaining proper consent, and verifying and stocking receipt of supplies.
• Monitors department email account(s) as requested and assists with responses.
• Ensures smooth internal and external communication flow; by meeting milestones & key deliverables on or prior to deadlines, tracking all documents from inception to completion or approval, ensuring sensitive information is handled confidentially, and maintaining necessary reporting requirements and deadlines.
• Works with a variety of people/personalities in a high-profile environment using diplomacy.
• Resolves issues and troubleshoot a variety of situations.
• Monitors Legal Inbox and notices of copyright/trademark infringement and assists with resolving issues.
• Maintains office files, including input into and maintenance of documents in physical and electronic form. 
• Assists in preparing and executing contracts, amendments and other documents.
• Maintains knowledge of Ingram Content Group commercial businesses and services, including standard Legal terms of business.

Hiring Salary Range: $24.39/hr - $30.30/hr.  This range represents the anticipated low and high end of the salary for this position. It will be determined by factors including but not limited to: the applicant’s education, experience, knowledge, skills, and abilities, geographic location, as well as internal equity and alignment with market data.

Additional Information

Perks/Benefits:

• A highly competitive compensation package with generous benefits beginning first day of employment for Medical/Prescription Drug plans, HSA, Vision, Dental and Health Care FSA.
  • 10 vacation days & 10 sick days accrued annually and 3 personal days
  • 401K match, Life and AD&D, Employee Assistance programs, Group Legal, & more
  • Wellness program with access to onsite gym and basketball court for associates
• Encouraged continued education with our tuition reimbursement program
• Financial and in-kind opportunities to engage with non-profits in your community
  • Company match program for United Way donations
  • Volunteer opportunities and in-kind drives for non-profits throughout the year
• Take breaks or brainstorm in our game room with ping pong & foosball
• Casual Dress Code

The world is reading, and Ingram Content Group (“Ingram”) connects people with content in all forms. Providing comprehensive services for publishers, retailers, libraries and educators, Ingram makes these services seamless and accessible through technology, innovation and creativity. With an expansive global network of offices and facilities, Ingram’s services include digital and physical book distribution, print-on-demand, and digital learning. Ingram Content Group is a part of Ingram Industries Inc. and includes Ingram Book Group LLC, Ingram Publisher Services LLC, Lightning Source LLC, Ingram Library Services LLC, Tennessee Book Company LLC, Ingram Content Group UK Ltd. and Ingram Content Group Australia Pty Ltd. 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, work related mental or physical disability, veteran status, sexual orientation, gender identity, or genetic information.

• EOE-Race/Gender/Veterans/Disabled
• We participate in EVerify.
• EEO Poster in English 
• EEO Poster in Spanish