Legal Administrative Assistant

Penumbra•Alameda, CA

2d•$27 - $38•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 position works closely with attorneys, paralegals, and support staff, and supports external departments essential to the company’s operations. Responsibilities include contract and legal document administration, contract lifecycle management (CLM) system support, legal file management, administrative coordination, expense and invoice handling, and assistance with contracts and sales offers. The role also requires maintaining confidentiality and adhering to the company’s Quality Management System and applicable domestic and global quality regulations, standards, and procedures. The work is performed in a general office environment in Alameda, California, with 0%–10% business travel. Potential exposure to blood-borne pathogens and occasional lifting or moving of items up to 10 pounds are noted. The starting base pay is $27.00–$38.00 per hour. The company offers a competitive compensation package plus benefits and an equity program, when applicable.

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 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 executed agreements into the CLM system and/or SharePoint.
Process sales offers, including bundled discount letters and cart consignment letters.
Help maintain 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, inspecting files periodically, and responding to file requests.
Support scheduling meetings, booking conference rooms, arranging catering, and organizing department events.
Provide legal administrative support, including collecting signatures, shipping and receiving packages, and mailing letters.
Manage legal department expenses and submit incoming invoices to Accounts Payable for payment.
Manage the legal vendor purchase requisition process for standing purchase orders.
Perform special projects as requested and other work-related duties as assigned.
Place materials into storage receptacles according to classification and identification information.
Review incoming materials to determine how and where they should be classified or filed according to established guidelines.
Assist with drafting, executing, and organizing contracts.
Keep information confidential.
Adhere to the company’s Quality Management System and domestic and global quality system regulations, standards, and procedures.
Ensure other department members follow the Quality Management System, regulations, standards, and procedures.