Legal Assistant

Gillette Children's•Saint Paul, MN

11d•Hybrid

About The Position

The Legal Assistant provides administrative, operational, and contract support to the Legal Affairs department, including direct support to the organization’s senior legal leader and Legal Affairs attorneys. The role also provides assigned administrative support to Compliance, Risk Management, and Public Policy. It coordinates Legal Affairs workflows, calendars, meetings, records, correspondence, and the contract lifecycle, from intake and routing through execution, filing, and renewal tracking. The Legal Assistant assists with deadlines and follow-up and serves as a central coordination point for matters directed to Legal Affairs. Depending on experience, the role may assist with reviewing and processing routine, lower-complexity contracts and other legal documents under attorney direction. The position handles confidential, privileged, and sensitive information and works collaboratively with leaders and team members throughout the organization. It is a hybrid opportunity requiring onsite work 2–3 days per week in St. Paul, Minnesota, with flexibility to work onsite as needed. The hourly wage is $31.73 to $47.60, with a median wage of $39.66. Pay depends on factors including relevant work experience, education, certification and licensure, and internal equity. Gillette Children’s describes its benefits package as including a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for employees working 0.5 FTE or above.

Requirements

Associate’s degree or legal assistant/paralegal education or certificate.
At least five years of legal support, administrative, executive support, or comparable professional office experience.
Demonstrated experience managing multiple priorities, deadlines, calendars, meetings, and administrative workflows.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Experience handling confidential or sensitive information.
Strong written communication, proofreading, organizational, and attention-to-detail skills.
Ability to independently manage competing priorities and follow matters through completion.
Sound judgment regarding confidential, privileged, and sensitive information.
Ability to recognize matters requiring escalation to an attorney, risk manager, compliance director, or other appropriate leader.
Strong professional written and verbal communication skills.
Strong proofreading, editing, and document-formatting skills.
Ability to interact effectively and professionally with senior leaders, Board members, physicians, employees, patients and families, outside counsel, government representatives, vendors, and external partners.
Ability to anticipate needs, identify missing information, and proactively follow up on outstanding items.
Ability to learn and effectively use new technology, databases, and workflow tools.
Ability to work effectively with frequent interruptions, changing priorities, and time-sensitive matters.
Ability to exercise discretion and maintain appropriate boundaries when working with legal, compliance, risk, patient, and other sensitive matters.

Nice To Haves

Bachelor’s degree.
Prior experience supporting an in-house legal department or law firm.
Experience in a healthcare organization, compliance department, risk management function, government affairs function, or senior executive office.
Experience with contract administration or contract management systems.
Experience with SmartSuite.
Experience reviewing or processing routine contracts and identifying terms requiring escalation or attorney review.
Familiarity with healthcare, compliance, risk management, regulatory, public policy, or other highly regulated environments.
Experience maintaining databases, matter management systems, electronic records, e-signature platforms, or workflow management tools.

Responsibilities

Provide administrative and operational support to Legal Affairs leadership, including calendar management, meeting coordination, correspondence, document preparation, and special projects.
Manage incoming legal requests, coordinate follow-up, track deadlines, and maintain department records, files, and databases.
Coordinate preparation, execution, distribution, and retention of legal documents, including agreements, reports, and correspondence.
Support department operations, including invoice processing, outside counsel documentation, and other administrative activities.
Coordinate contract administration, including intake, review coordination, routing, execution, tracking, filing, and renewals.
Review contract submissions for completeness, coordinate with internal and external stakeholders, and track contract status and key deadlines.
Assist with reviewing routine contracts under established guidelines and attorney direction, and identify matters requiring additional legal review.
Provide administrative assistance with legal documents, records requests, investigations, litigation matters, and other legal processes as directed.
Coordinate meetings for Legal Affairs and assigned departments or committees, including scheduling, agendas, materials, and meeting documentation.
Prepare meeting minutes, track action items, and coordinate follow-up to support timely completion of deliverables.
Assist with preparing and organizing materials for organizational leadership, committees, and Board activities.
Provide administrative and operational support to Risk Management, Compliance, and Public Policy, including meeting coordination, document preparation, records management, and project tracking.
Assist with organizing documentation and coordinating activities related to claims, investigations, audits, policy reviews, and legislative or regulatory matters.
Maintain confidentiality of sensitive information and support department initiatives and special projects as assigned.