Legal Assistant

Insight•Chicago, IL

12d

About The Position

Under general supervision, the Legal Assistant performs administrative and legal support functions for the Legal Department at Insight Hospital and Medical Center Chicago. The position supports attorneys and department leadership by preparing correspondence and legal documents, coordinating meetings, maintaining confidential files, tracking deadlines, and facilitating communication with internal departments and external parties. It requires discretion in handling sensitive legal and organizational information, strong organizational and communication skills, and the ability to manage multiple priorities, exercise sound judgment, maintain accurate records, and work effectively in a fast-paced healthcare environment. The Legal Assistant is expected to demonstrate professionalism, accuracy, accountability, and discretion in all interactions. The individual must comply with applicable laws, hospital policies, confidentiality requirements, and established document-handling procedures, and respond appropriately to changing priorities and time-sensitive requests. Other related duties and special projects may be assigned by the General Counsel or designated supervisor.

Requirements

High school diploma or equivalent required.
Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.
Strong command of English grammar, spelling, punctuation, and written composition.
Excellent communication, organizational, interpersonal, and follow-through skills.
Ability to maintain confidentiality and exercise discretion when handling sensitive legal, personnel, business, and healthcare-related information.
Strong attention to detail and ability to prepare, review, and organize documents accurately.
Ability to manage multiple assignments, prioritize competing demands, meet deadlines, and work effectively in a fast-paced environment.
Ability to establish and maintain professional working relationships with attorneys, hospital leadership, employees, outside counsel, and other external parties.
Demonstrated reliability, initiative, adaptability, professionalism, and problem-solving ability.
Ability to work independently while contributing to a collaborative departmental environment.

Nice To Haves

Previous administrative, legal support, or office experience.
Associate or bachelor's degree in paralegal studies, legal studies, business administration, or a related field.
Previous experience in a law firm, hospital, healthcare organization, or corporate legal department.
Familiarity with legal terminology, contract administration, litigation support, and electronic document management.
Knowledge of healthcare privacy and confidentiality requirements, including HIPAA.
Experience coordinating legal records, regulatory documentation, subpoenas, and other time-sensitive legal correspondence.

Responsibilities

Provides administrative and legal support to attorneys and other designated members of the Legal Department.
Prepares, formats, proofreads, and distributes legal correspondence, memoranda, reports, agreements, and other documents for attorney review.
Maintains organized electronic and physical files relating to contracts, litigation, employment matters, legal correspondence, and other departmental activities.
Receives, reviews, routes, and tracks incoming legal correspondence, subpoenas, summonses, records requests, and other legal notices in accordance with established procedures.
Maintains calendars and assists with scheduling meetings, appointments, conference calls, and other Legal Department activities.
Coordinates meeting logistics, prepares agendas and supporting materials, records meeting minutes when requested, and distributes documentation to appropriate participants.
Tracks important deadlines, document submissions, contract expiration dates, and follow-up items.
Assists with collecting, organizing, and maintaining documentation for litigation, internal investigations, audits, regulatory inquiries, and other legal matters as directed by counsel.
Coordinates with internal departments, including Human Resources, Compliance, Risk Management, Finance, Medical Records, and hospital administration, to obtain information and documentation requested by legal counsel.
Supports contract administration by organizing agreements, monitoring approval and signature processes, maintaining contract records, and tracking renewal dates.
Screens and directs telephone calls, emails, visitors, and other inquiries to the appropriate Legal Department representative.
Maintains the confidentiality of privileged communications, attorney work product, personnel records, patient-related information, and other sensitive materials.
Assists with basic legal research, information gathering, and document preparation as assigned by attorneys.
Supports the preparation of reports, presentations, spreadsheets, and other administrative materials for Legal Department meetings and projects.
Processes departmental correspondence, maintains office records, and assists with other administrative functions as needed.
Identifies opportunities to improve filing systems, document tracking, communication processes, and other departmental workflows.
Performs other related duties and special projects as assigned by the General Counsel or designated supervisor.