Legal Administrative Assistant

Zenith American Solutions•Tampa, FL

About The Position

The Legal Administrative Assistant maintains corporate and Legal Department records and provides administrative and operational support to the Legal Department in accordance with Company guidelines, business needs, and applicable legal and regulatory requirements. The role has the minimum necessary access to Protected Health Information (PHI) and Personally Identifiable Information (PII) as defined by the job description and role. The position prepares and edits correspondence, presentations, reports, complex Excel files, meeting notes, and other documents. It maintains legal files and records, helps track legal matters and deadlines, and supports legal accrual reporting, due diligence, contract and vendor administration, and invoice and expense report coordination. The assistant also provides general departmental support, coordinates meetings and materials, responds to or routes requests, and manages projects and assignments with changing priorities. The role is performed in a typical office environment with a normal degree of physical effort, comfortable constant temperatures, and no objectionable elements. Zenith American Solutions describes itself as the largest independent Third Party Administrator in the United States, operating over 44 offices nationwide. The company offers health, vision, and dental coverage, a 401(k) plan with company match, paid time off, and opportunities for growth.

Requirements

High school diploma or GED.
One or more years of experience working in an office environment.
Proficiency with Microsoft Office applications.
Working knowledge of electronic filing systems, databases, and document management tools.
Ability to maintain accurate and organized records, files, reports, and tracking systems.
Ability to handle confidential and sensitive information with appropriate discretion.
Strong organizational skills and attention to detail, with the ability to manage multiple assignments, deadlines, and changing priorities.
Ability to read, analyze, and interpret general business, legal, technical, and regulatory documents and correspondence.
Ability to prepare professional reports, business correspondence, and other documents.
Ability to communicate effectively and professionally with internal and external parties.
Ability to solve practical problems, exercise sound judgment within established guidelines, and recognize when matters require escalation or additional review.

Nice To Haves

Prior experience providing administrative support in a legal department, law firm, compliance function, or similar professional environment.
Experience working in a healthcare environment or a third-party administrator.
Experience working with Taft-Hartley funds.
Associate degree or additional education in business administration, legal studies, or a related field.

Responsibilities

Prepare and edit correspondence, presentations, reports, complex Excel files, meeting notes, and other documents for internal use or distribution to clients, vendors, outside counsel, and other parties.
Maintain Legal Department files and records, including organizing, filing, and updating electronic matter files and other legal documentation in accordance with department procedures.
Assist with tracking legal matters, claims, litigation, deadlines, and other departmental matters, including maintaining logs, trackers, and supporting documentation.
Assist with preparation and maintenance of the Company's legal accrual reporting, coordinating with internal stakeholders and outside counsel to obtain and track required information.
Assist with legal due diligence and similar review processes by organizing documents, maintaining trackers, following up on outstanding items, and coordinating requested information.
Assist with contract and vendor administration, including maintaining agreements and related records and tracking requested information, documentation, approvals, and follow-up items.
Manage multiple ongoing projects and assignments with changing priorities and follow through on outstanding items and deadlines.
Coordinate legal invoices, vendor invoices, and expense reports with Corporate Accounting and help ensure timely review and processing.
Maintain effective working relationships and respond to or appropriately route requests from clients, government agencies, unions, participants, attorneys, consultants, vendors, and other internal and external parties.
Provide administrative support to the Legal Department, including coordinating meetings, maintaining calendars and schedules as assigned, preparing meeting materials, and assisting with departmental activities and projects.
Perform other related duties and special projects as assigned.