Legal and Corporate Support Specialist

Trividia Health, Inc.•Fort Lauderdale, FL

About The Position

The Legal and Corporate Support Specialist provides general support to the Head of Legal Affairs, In-House Counsel, the Executive Team, and other departments. The role supports legal operations by organizing and maintaining legal documents and databases in the electronic contract management system (CLM), distributing and tracking documents for execution, maintaining records and calendars, handling administrative document tasks, and preparing legal and corporate documents for review. The position requires discretion in handling confidential, privileged, and sensitive information. The specialist also provides administrative and coordination support to the President/CEO and senior executives. Duties include managing calendars, scheduling and coordinating meetings and events, arranging catering and travel, preparing expense reports, handling mail and telephone calls, maintaining PTO records, preparing conference rooms, facilitating purchase requisitions and office supply orders, and providing front desk backup. The position has no supervisory responsibilities.

Requirements

One year of college-level study or a certificate from college; or one to three years of related experience and/or training; or an equivalent combination of education and experience.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to present information effectively in one-on-one and small-group situations to customers, clients, and other employees.
Ability to add and subtract two-digit numbers and multiply and divide with 10s and 100s, including using American units of money, weight, volume, and distance.
Ability to apply common-sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to address problems involving a few concrete variables in standardized situations.

Responsibilities

Support the Head of Legal Affairs and In-House Counsel with legal and administrative tasks.
Organize and maintain legal documents and databases in the electronic contract management system (CLM).
Distribute documents for execution and track their completion through the CLM.
Scan, copy, and organize documents for legal requests.
Schedule meetings and maintain digital and physical records, calendars, and deadlines.
Maintain the confidentiality and privacy of privileged communications and sensitive material.
Prepare legal and corporate documents and filings as directed by legal staff for review.
Manage calendars and schedule meetings for the President/CEO and other senior Executive Team members as requested.
Coordinate management, customer, vendor, and other meetings, as well as onsite and off-site events.
Arrange catering for onsite and off-site meetings and events.
Prepare expense reports for the President/CEO, CFO, Head of Legal Affairs, Corporate VP, and the President’s other direct reports as needed.
Handle incoming and outgoing mail and telephone calls for the President/CEO, Head of Legal Affairs, and In-House Counsel with confidentiality.
Coordinate with Sales to schedule NACDS events and industry-related conferences.
Coordinate travel logistics for the President/CEO, direct reports, and staff, including booking hotels, cars, and flights as requested.
Maintain PTO records for the President/CEO and direct reports.
Prepare conference rooms by setting up equipment and providing necessary materials.
Facilitate iPurchase requisitions and office supply orders as requested.
Provide backup for the front desk.
Perform other duties as assigned.