Administrative Support Specialist, Legal job at Dana-Farber Cancer Institute in Boston, MA

Administrative Support Specialist, Legal

Location:

Brookline Job Posting Location

The Legal Administrative Specialist II plays a pivotal role in providing comprehensive administrative and legal support within the Office of General Counsel (“OGC”). This position involves frequent interactions with attorneys, internal and external clients, and outside legal counsel, necessitating a high level of tact, diplomacy, and confidentiality. Reporting into an administrative manager, the position will support multiple attorneys and legal professionals ensuring seamless operations and efficient workflows.

• Provide administrative support and a broad variety of tasks that include scheduling and managing complex calendars for assigned OGC Department team members.
• Assist with general office duties including, but not limited to, ordering office supplies, screening phone calls, responding to general email inquiries, sending faxes, circulating legal documents for signature, distribution of incoming and outgoing mail, managing office equipment, and providing back-up support to other OGC administrative team members.
• Assist with the development of Standard Operating Procedures (SOPs) to improve office processes and efficiencies.
• Draft, proofread, edit, redact, organize, track, maintain, and file various business documents in accordance with established protocols, including presentations, spreadsheets, graphs/charts, letters, messages, reports, memorandums, agreements, meeting agendas, meeting minutes, and other corporate documents as requested.
• Coordinate onsite and offsite meetings, conferences, swarm days, retreats, or other events, including but not limited to, scheduling, adhering to the Institute’s security protocols for visitors, arranging facilities and/or conference space, transportation, vendors, and/or caterers.
• Arrange travel logistics, including booking flights, hotel accommodations, and transportation, as well as preparing travel itineraries and other requested travel related documentation.
• Prepare expense reports and ensure adherence to DFCI and OGC’s budgetary guidelines.
• Assist OGC attorneys with drafting responses to and/or tracking medical records requests, subpoenas, and various legal inquiries.
• Drafts various legal documents, including but not limited to, power of attorney, assignments, and declarations.
• Perform basic legal research, as requested and summarize findings in writing.
• Assist with the opening and closing of matters for assigned attorneys in the Counsel Link matter management system and generate reports as requested.
• Assist with attorney registrations for webinars, conferences, and other annual events, while tracking Continuing Legal Education (CLE) credits and attorney memberships.
• Execute notarial acts, including witnessing signatures, administering oaths, and certifying documents, in accordance with legal requirements and regulations.
• Assist with the onboarding and offboarding process for all members of assigned OGC team, including but not limited to, tasks outlined in onboarding and offboarding checklists.
• Participate in training programs, workshops, and professional development opportunities to enhance skills and knowledge pertinent to the OGC.
• Assist with special projects, as needed.

• Ability to balance, coordinate, and execute multiple assignments within deadlines, and proactively raise conflicts in priorities to manager.
• Excellent written and verbal communication skills, including strong proofreading and drafting of legal documents.
• Demonstrated ability to manage multiple electronic calendars and organize complex meetings.
• Strong attention to detail.
• Ability to collaborate and work cooperatively and respectfully with attorneys and staff is imperative Responsiveness is essential.
• Advanced organizational skills.
• Proficiency with Microsoft Office 365 Suite (e.g., Outlook, Word, PowerPoint, Excel, One Note, SharePoint, and Teams), Zoom, Visio, and Adobe Acrobat.
• Ability to problem solve with minimal guidance in performing assignments and take initiative where appropriate.
• Ability to deal with high stress…