Legal Administrative Assistant Job Jacksonville area,Florida USA,Administrative/Clerical

Overview

At World Business Lenders (WBL), we provide flexible, short-term commercial loans backed by real estate to help small and medium-sized businesses across the United States, particularly those facing difficulties with traditional financing.
This position is a Contract/Consultant role with working hours typically from 9:00 AM to 6:00 PM Eastern Time, Monday through Friday. Applicants should have an excellent command of the English language, both spoken and written.
Applicants are requested to submit their CV in English.

Aboutthe Role

World Business Lenders (WBL) is seeking a highly organized and proactive Legal Administrative Assistant to provide administrative and operational support to the Corporate Legal Department.
This role will focus on coordinating schedules and meetings, organizing documentation, maintaining internal trackers, following up on administrative tasks and deadlines, and facilitating communication across the Legal Department and other business teams.
The ideal candidate is detail-oriented, dependable, and capable of managing multiple priorities in a fast-paced, remote environment. This individual will help ensure the Legal Department's day-to-day administrative activities run smoothly and efficiently.
This is an individual-contributor role focused on administrative support and coordination, with no direct reports or management responsibilities.

What Success Looks Like

Departmental calendars, meetings, and administrative activities are well organized and coordinated.
Documents, records, and digital files are maintained accurately and remain accessible to authorized team members.
Internal trackers and task management systems are kept up to date.
Administrative requests, pending tasks, and deadlines receive timely follow-up.
Communication and coordination between Legal and other internal departments run smoothly.
Administrative processes and workflows are maintained consistently and efficiently

Core Responsibilities Administrative and Scheduling Support

Coordinate calendars, meetings, appointments, and internal discussions for the Legal Department.
Schedule meetings across time zones and ensure participants receive invitations, relevant materials, and necessary updates.
Prepare meeting agendas, organize supporting documents, and track follow-up items as needed.
Assist with travel arrangements and other administrative logistics, as required.
Help coordinate incoming administrative requests and departmental activities.

Documentation and Records Management

Organize, maintain, and update departmental files, folders, and administrative records.
Ensure documents are properly named, stored, and accessible to authorized team members.
Assist with document preparation, formatting, proofreading, and distribution.
Maintain organized records of meetings, action items, and administrative processes.
Handle confidential information with discretion and follow appropriate document access and handling procedures.

Tracking and Coordination

Maintain and update internal dashboards, trackers, and project management systems, including
Track administrative deadlines, pending requests, follow-up items, and outstanding documentation.
Coordinate with team members to collect updates and help ensure tasks progress on schedule.
Assist with gathering and organizing information for internal reports and departmental updates.
Follow up on assigned action items and communicate status updates to relevant stakeholders.

Cross-Functional Communication and Support

Maintain and update internal dashboards, trackers, and project management systems, including
Track administrative deadlines, pending requests, follow-up items, and outstanding documentation.
Coordinate with team members to collect updates and help ensure tasks progress on schedule.
Assist with gathering and organizing information for internal reports and departmental updates.
Follow up on assigned action items and communicate status updates to relevant stakeholders.

Process Organization and Improvement

Maintain administrative procedures, checklists, templates, and workflows.
Help identify and resolve scheduling conflicts, missing information, and outstanding administrative tasks.
Support the consistent use of departmental tools, systems, and administrative processes.
Suggest practical improvements to filing, scheduling, tracking, and coordination activities.

Education

Bachelor's degree in Business Administration, Office Administration, Legal Administration, or a related field preferred.

Required Experience