Legal Administrative Assistant

Job Title: Temp - Legal - SNA / Legal Administrative Assistant

Location: Louisville, KY 40223

Duration: 12 Months (Possible Extension)

Shift: 8am -5pm (M-F)

Qualification:

• Experience with legal billing, AP, records management, or professional services support preferred
• Strong attention to detail; able to review invoices, matter records, and vendor information accurately
• Comfortable using Excel, Outlook, SharePoint, Docusign, and billing/workflow systems; Bright flag experience a plus
• Able to handle confidential information and follow established legal department procedures
• Strong written communication and follow-up skills with internal stakeholders, outside counsel, and vendors
• Available to work onsite at SNA; temp-to-permanent opportunity
• Experience preparing, routing, tracking, and filing documents through Docusign or a similar e-signature platform
• Familiarity with legal documents, signature routing, document retention, and records management preferred
• Current Notary Public certification preferred, or willingness to obtain certification if needed
• Experience preparing FedEx, UPS, or other overnight/shipping labels preferred

Roles and Responsibilities:

• Support legal billing administration, including invoice intake, routing, follow-up, and status tracking
• Assist with outside counsel and vendor onboarding, documentation collection, and payment coordination
• Maintain matter records, billing files, executed documents, and legal department records in designated systems
• Update spreadsheets, trackers, SharePoint folders, and department records accurately and consistently
• Coordinate with Legal, AP, Finance, Procurement, and outside counsel to resolve invoice or vendor questions
• Prepare, organize, and file legal documents, correspondence, approvals, signature records, and formalities materials
• Escalate missing information, timing risks, billing discrepancies, or process issues to the supervising manager
• Prepare, route, monitor, and file documents through Docusign, including tracking signature status and following up with internal and external signers as needed
• Download, organize, and maintain fully executed documents and related completion certificates in designated legal records repositories
• Prepare shipping and overnight delivery labels for legal documents, original signatures, checks, corporate records, and other department materials
• Coordinate mailing, tracking, and confirmation of delivery for time-sensitive legal and corporate documents