Legal Assistant - Executive Assistant

Methodist Health System•Dallas, TX

3d•Onsite

About The Position

The Legal Assistant should be a self-motivated and reliable assistant responsible for providing crucial support services to the Office of Legal Affairs including helping to ensure the OLA runs smoothly and effectively. The successful candidate will be a critical thinker who develops a broad understanding of Methodist Health System in order to assist OLA in providing legal and risk services in a timely and optimal manner. In addition, the successful candidate will demonstrate significant attention to detail and excellence, and will be committed to process improvement. The ability to maintain confidentiality and to be discreet is key.

Requirements

Minimum of 5 years’ experience working in a legal services environment.
Must be proficient using MS Office products (Word, PowerPoint, Excel, Outlook) and DocuSign.
Must have excellent grammar, communication and organizational skills (on-line and paper), as well as the ability to work under pressure and prioritize to meet deadlines.
Energetic self-starter who is highly customer service oriented and can work in a fast-paced, team environment.
Must be able to work in the office full time.
Must have the ability to handle confidential information.
Discretion and time management are also valuable competencies for this role.
Must have demonstrated strong administrative skills in areas of organization, attention to detail, and travel and meeting planning.
Must possess exemplary writing skills, excellent communication, interpersonal and organizational skills.
Must be forward thinking, proactive, and able to demonstrate initiative while managing and meeting deadlines.
Must be able to keep projects on track while following up to ensure all parties are kept abreast on status of projects.

Responsibilities

Serve as a highly knowledgeable resource for the OLA.
Act as liaison between OLA team and IT User Support to address technical/software issues.
Collaborate with Executive Assistants across offices and departments/teams to ensure efficient and high-level support for OLA team.
Clear understanding of Corporate practices and associated business and operational processes, with the ability to work across the support teams.
Support project, transaction and case-related work, including document edits, research projects (compiling data into spreadsheets, pulling requested cases, etc.), and client or government letter drafts.
Support project management.
Provide meeting and travel support.
Perform filing, photocopying, scanning, faxing, compiling, mailing/delivery, and distribution of documents.
Manage and maintain multiple lawyers' complex calendars, email inbox, telephone calls and messages; anticipate items that require follow-up.
Maintain your notary certification and provide notary services when requested.
Independently creates, maintains and updates PowerPoint slides, spreadsheets, charts and graphs for presentations, including updating routine monthly data elements, based on handwritten or typed notes.
Assist with general litigation management; calendar and monitor case and matter deadlines, notifying the attorneys and Risk department of deadlines as needed.
Manage and schedules meetings, appointments and logistics, including coordination of conference rooms, catering needs, other staff members, community members, physicians, etc. Prepare and disseminate pre-meeting packets and agendas as needed.
Attend meetings with attorneys, as needed. Takes, authors, types, assembles, and distributes meeting minutes with little or no supervision. Maintains open issue logs as requested.
Clearly communicates with MHS personnel, outside counsel, insurance contacts and others to obtain and relay information.
Routinely and independently authors and drafts correspondence and proofreads documents for accuracy, grammar and formatting. Signs routine correspondence on behalf of administrative staff. Types, assembles, and distributes memos, letters, forms, reports, and department related dictation.
Assist OLA team members with overflow work and provide backup support, as needed.
May train, assist and provide orientation for new and less experience members of OLA staff.
Perform accurate and efficient data entry for selected databases.
Prepares, picks-up, screens, sorts, and distributes mail. Reviews mail for items which can be handled independently or by others in the organization.
Provides general office and legal support services. Provides service recovery as required.
Serves as a backup in assisting with payroll system for assigned staff including input and review of all data, and processing of PTO requests.
Independently maintains and orders office supplies and forms within budget.
Maintains organized client and matter files and ensured compliance with MHS protocols.
Other duties as assigned.