Legal Administrative Assistant

Penumbra•Alameda, CA

26d•Onsite

About The Position

As part of Penumbra’s legal team, the Legal Administrative Assistant supports a growing company that develops technology to further its mission of saving patients’ lives. The role works closely with attorneys, paralegals, and support staff, while also supporting external departments essential to company operations. Duties include coordinating contract-related inquiries, maintaining legal and contract records, supporting the contract lifecycle management system, processing sales offers, managing department expenses and invoices, and providing general administrative support. The position also requires maintaining confidentiality and complying with the Company’s Quality Management System and applicable domestic and global quality regulations, standards, and procedures. The role is based in a general office environment in Alameda, California, with 0%–10% business travel and potential exposure to blood-borne pathogens. Starting base pay is $27.00–$38.00 per hour. A competitive compensation package plus benefits and an equity program are offered when applicable; individual total compensation varies based on qualifications, skill level, competencies, and work location.

Requirements

Bachelor’s degree in a related field and at least 1 year of experience in an administrative assistant position or similar, or an equivalent combination of education.
Excellent communication and strong client management skills.
Ability to process a high volume of work and meet deadlines in a fast-paced environment.
Some experience working with contract templates and ability to review and revise basic sales contracts.
Strong organizational skills, careful attention to detail, and creative problem-solving skills.
Outstanding interpersonal skills and a “can-do” attitude.
Proactive, strategic, and thoughtful problem-solving ability.
High proficiency with Microsoft Excel, Word, PowerPoint, and Outlook.

Nice To Haves

Experience working in-house at a medical device or pharmaceutical company, or another company in a highly regulated industry.

Responsibilities

Develop creative solutions to problems using analytical skills.
Coordinate with internal business departments and respond to inquiries regarding contracts and other matters.
Manage the legal department’s To Do List in Microsoft Excel.
Maintain contractual documents and correspondence, including uploading fully executed agreements to the CLM system and/or SharePoint.
Process sales offers, including bundled discount letters and cart consignment letters.
Assist with maintaining the CLM system by generating reports, entering customer data, and recording key agreement data points.
Compile, verify, and sort information according to priorities to prepare source data for computer entry.
Maintain legal files by tracking hard-copy and electronic documents, periodically inspecting files, and responding to file requests.
Support scheduling meetings, booking conference rooms, arranging catering, and organizing department events.
Provide various legal administrative support.
Assist with collecting wet and electronic signatures, shipping and receiving packages, and mailing letters.
Manage legal department expenses and submit incoming legal department invoices to Accounts Payable for payment.
Manage the legal vendor purchase requisition process for standing purchase orders.
Perform special projects and other work-related duties as assigned.
Place materials into storage receptacles according to classification and identification information.
Review incoming materials to determine their classification and filing location according to applicable guidelines.
Assist with drafting, execution, and organization of contracts.
Keep information confidential.
Adhere to the Company’s QMS and applicable domestic and global quality system regulations, standards, and procedures.
Ensure other department members follow the QMS, regulations, standards, and procedures.