Executive Legal Administrative Assistant

Shriners Children's • Tampa, FL

5d • Onsite

About The Position

The Executive Legal Administrative Assistant supports the Managing Attorney in the Corporate Legal Department. This is a 100% onsite position based at our Corporate Headquarters in Tampa, FL.

Requirements

• 5 years of executive administrative assistance experience in a Legal environment
• MS Office Suite proficiency
• Familiarity with basic legal terms (including, but not limited to, those dealing with probate, litigation, labor, healthcare and general corporate matters)
• High School Diploma/GED

Responsibilities

• Performs all Executive Administrative Assistant duties in connection with supporting the Managing Attorney, staff attorneys and paralegals [including, but not limited to, typing letters, memoranda, agreements/contracts, faxes, etc., from voice transcription, shorthand, or by self composition; word processing; electronic and hard copy file management (organization); preparation of check requisitions for outside counsel fees/costs and other billing invoices; and trains and oversees other administrative assistants' preparation and recordation of check requisitions for outside counsel fees/costs, estate/trust overpayment reimbursements and donor fee/cost reimbursements].
• Maintains and distributes (by hard copy or electronically) all information regarding officers and corporations to Legal Department staff.
• Types Hospital Regulations, Scientific Staff Bylaws, Intellectual Property Policy, multi hospital Medical Staff Bylaws/Procedural Rules, and other reports, as directed by Managing Attorney [including frequent revisions thereto and system wide dissemination thereof].
• Types confidential memoranda and reports and disseminates as directed.
• Maintains current names and addresses for officers, board/committee members, and Donor Relations Directors (and keeps up to date supply of pre addressed labels for same for use by support staff as needed).
• Maintains online network scheduling calendars for two conference rooms in department.
• Answers phones and takes messages for Managing Attorney and other department staff as necessary.
• Coordinates multi participant teleconferences for Managing Attorney and other attorneys, as necessary.
• Screens phone calls received and redirects as appropriate.
• Initiates phone calls as directed.
• Occasionally greets visitors.
• Oversees proper entry and recordation of various types of information in department's electronic system and paper files, maintains department's records on fees/costs and other disbursements paid to outside counsel (individuals and firms) and other payees for litigation, hospital, miscellaneous, and estate/trust matters.
• Responsible for preparing/gathering daily and weekly (or other "as necessary") mailings to various corporate officers, board members, committee members, personnel/staff members, etc., for Managing Attorney and department. [Trains and oversees her back up's coordination and handling of same when involved in projects requiring her uninterrupted attention].
• Reviews incoming mail, often prepares appropriate response for signature by Managing Attorney, and directs accordingly, or redistributes as necessary.
• Assists Managing Attorney in making business travel plans [trains and oversees other administrative assistants' handling of same for their assigned attorney as necessary].
• Registers staff attorneys for CLE programs and seminars.
• Trains and oversees processing of Bar and Association membership applications and renewals for staff attorneys and proper file maintenance for same by other administrative assistants.
• Updates Shrine directories and other reference materials for herself and Managing Attorney, and other staff attorneys/department personnel, as new information is received.
• On occasion assists other staff in identifying/diagnosing and resolving basic, minor problems relating to software and hardware (including, but not limited to, Outlook, MS Word, printers, copiers, fax machine, and telephones).

Benefits

• All employees are eligible for medical coverage on their first day!
• In addition, upon hire all employees are eligible for a 403(b) and Roth 403 (b) Retirement Saving Plan with matching contributions of up to 6% after one year of service.
• Employees in a FT or PT status (40+ hours per pay period) will also be eligible for paid time off, life insurance, short term and long-term disability and the Flexible Spending Account (FSA) plans and a Health Savings Account (HSA) if a High Deductible Health Plan (HDHP) is elected.
• Additional benefits available to FT and PT employees include tuition reimbursement, home & auto, hospitalization, critical illness, pet insurance and much more!
• Coverage is available to employees and their qualified dependents in accordance with the plans.
• Benefits may vary based on state law.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED
• Number of Employees: 101-250 employees