Legal Administrative Assistant

Global Partners LP • Newton, MA

20d • $25 - $35

About The Position

The Legal Administrative Assistant is a critical member of Global Partners’ Legal Team and reports to the Legal Administrative Services Manager. The role provides day-to-day administrative support to the Legal Department, including invoice processing, correspondence and document preparation, record maintenance, project coordination, and other assigned work. It requires attention to detail, clear communication, discretion, and the ability to manage changing priorities in a fast-paced office.

Requirements

• Strong attention to detail, critical thinking, and analytical and reasoning skills.
• Excellent written and verbal communication skills, including strong grammar, spelling, and formatting.
• Ability to build positive working relationships and communicate effectively with people at all levels, internally and externally.
• Excellent Microsoft Office skills, including Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to collaborate, respond promptly to stakeholders, and thrive in a fast-paced office with changing priorities.
• Self-motivated, able to work independently, and well organized.
• Excellent time-management and multitasking skills.
• Proven ability to meet deadlines, manage administrative processes, and coordinate multiple projects simultaneously.
• Experience writing and editing professional correspondence.
• Collaborative work style and ability to work with all levels of the organization.
• Sound judgment and integrity when handling confidential, high-trust financial and legal data.

Nice To Haves

• One to three years of relevant experience.
• Associate's degree in Business Administration, Paralegal Studies, or a related field.
• Proficiency with billing software; experience with Onit Unity or other legal billing software is a plus.

Responsibilities

• Process legal invoices using internal Legal Invoice Operations procedures and legal billing and enterprise software platforms.
• Serve as a primary point of contact for outside law firms and legal service vendors regarding invoice status, payment inquiries, and submission guidelines.
• Support onboarding of new law firms and legal vendors to billing platforms.
• Work with internal attorneys to obtain timely invoice approvals, clarify billing deliverables, and support their use of billing platforms.
• Generate standard and ad-hoc billing, aging, legal expenditure, and quarterly accrual reports for the Legal Department, Accounting, and management.
• Create and maintain Legal Invoice Operations documentation using Word, Excel, Smartsheet, Scribe, and other required software.
• Monitor and respond to requests received through the Legal Invoice Operations shared email mailbox.
• Maintain the Global Partners 8-K Index monthly with summaries of recent SEC filings, following the applicable procedure document.
• Share responsibility for internal department mail distribution, including FedEx and certified mail as needed.
• Assist with maintaining Legal Department office supplies.
• Perform administrative duties supporting Legal Department objectives, including special projects, presentations, audits, reporting requests, mailings, document distribution, and maintenance and organization of select legal files.
• Plan, schedule, and track project progress; complete deliverables and meet assigned deadlines.
• Regularly communicate progress to the manager and apprise the manager of potential issues, concerns, or deadline delays.

Benefits

• Competitive salaries and opportunities for growth.
• Training for growth and job development through the Talent Development Team.
• Medical, dental, vision, and life insurance.
• Additional wellness support.
• 401(k) with a matching component.
• Tuition reimbursement after six months of service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree