Executive Legal Administrative Assistant (Temp to Perm)

Shriners Children's•Tampa, FL

3d•Onsite

About The Position

Shriners Children’s is seeking an Executive Legal Administrative Assistant to support the Managing Attorney in the Corporate Legal Department. This is a 100% onsite, temporary-to-permanent position based at their Corporate Headquarters in Tampa, FL, filled via a staffing agency. Shriners Children's is recognized as a top employer, dedicated to patient care, education, and research, fostering a supportive environment that values compassion, integrity, and innovation.

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 typing letters, memoranda, agreements/contracts, faxes, word processing, electronic and hard copy file management, preparation of check requisitions for outside counsel fees/costs and other billing invoices.
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 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 and system-wide dissemination.
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.
Maintains online network scheduling calendars for two conference rooms in the department.
Answers phones and takes messages for the Managing Attorney and other department staff.
Coordinates multi-participant teleconferences for the Managing Attorney and other attorneys.
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 the department's electronic system and paper files.
Maintains department's records on fees/costs and other disbursements paid to outside counsel and other payees for litigation, hospital, miscellaneous, and estate/trust matters.
Responsible for preparing/gathering daily and weekly mailings to various corporate officers, board members, committee members, personnel/staff members, etc., for the Managing Attorney and department.
Trains and oversees her back up's coordination and handling of mailings 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 the Managing Attorney in making business travel plans.
Trains and oversees other administrative assistants' handling of business travel plans 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 the Managing Attorney, and other staff attorneys/department personnel.
Assists other staff in identifying/diagnosing and resolving basic, minor problems relating to software and hardware, including Outlook, MS Word, printers, copiers, fax machine, and telephones.
Performs other related duties and participates in special projects as assigned.

Benefits

Medical coverage on their first day
403(b) and Roth 403(b) Retirement Saving Plan with matching contributions of up to 6% after one year of service
Paid time off (for FT/PT status)
Life insurance (for FT/PT status)
Short term and long-term disability (for FT/PT status)
Flexible Spending Account (FSA) plans (for FT/PT status)
Health Savings Account (HSA) if a High Deductible Health Plan (HDHP) is elected (for FT/PT status)
Tuition reimbursement
Home & auto insurance
Hospitalization insurance
Critical illness insurance
Pet insurance