Assistant Coordinator

The Legal Assistant Coordinator is a critical operational and compliance role within the Risk Management and Legal support functions, responsible for adherence to court‑mandated deadlines, regulatory requirements, and corporate legal obligations. The position plays a key role in the intake, tracking, and calendaring of legal matters, including lawsuits, assisting with subpoena compliance, and regulatory reporting deadlines. This role ensures that statutory and court‑imposed deadlines are met, mitigating the risk of sanctions, penalties, and adverse legal outcomes.

The role also provides key legal administrative support for the Risk Management Department as a whole.

• Responsible for the intake, docketing, and calendaring of litigation matters, including lawsuits, pleadings, court deadlines, and trial dates, and coordinating assignments to outside counsel. Maintain litigation calendars, case status reports, claims closures, and a tickler system to ensure timely compliance with court deadlines. Receive, log, and track incoming legal matters; accurately calendar deadlines and litigation milestones; monitor active cases for compliance;
  
  escape deadline risks; and collaborate with Legal, Claims, and outside counsel to maintain visibility into case status and required actions.

• Coordinate Medicare reporting compliance, subpoena response processes, and the procurement and renewal of fleet ship certificates, all of which carry significant legal and financial exposure if not properly managed. This role requires a high level of accuracy, confidentiality, and accountability, directly supporting the company’s compliance posture and risk mitigation strategy. Support adherence to court orders, statutory obligations, and regulatory reporting requirements, including Medicare Secondary Payer (MSP) quarterly settlement reporting, ensuring timely and accurate submissions to avoid statutory penalties.
  
  Assist with subpoena intake, tracking, and coordination to ensure complete and timely responses, mitigating the risk of court sanctions, and maintain comprehensive documentation to support compliance and audit readiness.

• Exercise a high degree of confidentiality, discretion, and professionalism in handling sensitive legal, financial, and claims‑related information. Provide administrative support to the Risk Management and Legal teams, including data collection, report generation, and document preparation. Coordinate meetings, prepare materials, track action items, and follow up to ensure timely completion. Manage international and domestic travel logistics and expenses. Create and maintain organizational charts, departmental reporting tools, and other resources that support operational efficiency and informed decision‑making.

• Serve as the backup coordinator for evidence preservation, partnering with shoreside and shipboard Security teams to ensure the timely preservation of CCTV footage and physical evidence from shipboard investigations to support tracking, retrieval, and management of evidence to mitigate spoliation risks and maintain compliance with legal and regulatory obligations. Coordinate with internal stakeholders, including IT, operations, and vessel teams, to facilitate effective preservation efforts, and maintain accurate logs, records, and documentation related to evidence management, retention, and compliance processes.

• Time card administrator for the department. Responsible for approval of time cards for payroll purposes and accurate entries of PTO, Sick time and other time off entries for the department's employees.

• Act as the department coordinator for legal holds and document retention requirements, ensuring compliance with applicable policies and protocols. Monitor claims, litigation, and compliance mailboxes and route communications appropriately. Sort, distribute, and track internal and external correspondence to maintain organization, accountability, and timely follow‑up.

• Support onboarding and offboarding of employees by coordinating equipment requests/return of equipment, responsible for coordinating set up/cancellation of PNC accounts, mobile accounts, etc. Provide coverage for…