Legal Assistant

Overview

The Legal Assistant I provides comprehensive administrative and executive support to University Counsel and Associate Counsels, ensuring the efficient operation of the legal office. The position coordinates schedules, correspondence, and document management; supports legal and administrative processes; and ensures compliance with university and state procedures related to procurement, budgeting, and recordkeeping.

• Provide executive-level administrative support to University Counsel and administrative support to two Associate University Counsel
  • Be punctual and available to open and close the office during business hours
  • Manage attorney calendars, schedule meetings using Outlook, Teams, Zoom, and other electronic methods, and set up meeting venues as necessary
  • Greet and interact with University Counsel Office visitors
  • Screen and prioritize calls
  • Open, sort, prioritize, and distribute incoming correspondence, including faxes and emails
  • Draft, format, and proofread letters and memos
  • Make travel and conference arrangements
  • Manage and maintain office files
  • Prepare agendas and supporting materials for board or leadership meetings
  • Take meeting notes/minutes, and follow up on action items
  • Utilize theODUprocurement system to order equipment and supplies, process vendor payments, including payments for outside legal services, in accordance with the State
  • Procurement Act and University purchasing procedures
  • Maintain University Counsel budgets, including preparation of base budget requests, maintenance of ledgers, and budget reconciliation through Banner
• Provide administrative support for legal case management
  • Track subpoenas and collect responsive documents
  • Track regulatory deadlines, court dates, filing deadlines, and response timelines
  • Prepare exhibits, evidence binders, and hearing/trial support materials

REQUIRED

• Demonstrated proficiency in the full suite of Windows and Microsoft Office applications, and ability to schedule meetings via Teams or Zoom
• Experience handling confidential and privileged information
• Demonstrated ability to maintain a professional image suitable for an executive-level office
• Exceptional written and verbal communication skills with the ability to draft, proofread, and format legal documents, contracts, and correspondence with minimal oversight
• Strong multitasking ability; proficient in managing competing priorities with tight deadlines
• Possess a valid driver’s license and will be subject to a criminal background check

PREFERRED

• A minimum of two to five (5) years working in a legal office environment
• Business school or higher education degree
• At least two years of administrative assistant experience supporting a senior-level partner/executive

US-Norfolk