Legal Support Specialist

Hy-Vee, Inc.•West Des Moines, IA

5d•Onsite

About The Position

As a Legal Support Specialist at Hy-Vee, you provide essential administrative support to the attorneys in the Legal department as they advise and support every area of the company. Working closely with attorneys and executive leadership, you help keep the department running smoothly and efficiently every day. From formatting and proofreading legal documents and correspondence to managing meeting schedules and supporting compliance activities, your work touches some of the most sensitive and high-stakes functions in the company. You bring discretion, precision, and a proactive approach to everything you do, and the attorneys and leaders you support rely on you to keep things organized, accurate, and moving. As the department adopts new tools and technology, including artificial intelligence, you embrace them to work more efficiently and to grow into an integral contributor to the team. If you take pride in getting the details right, communicate professionally at every level, adapt readily to new ways of working, and understand the importance of confidentiality in a legal environment, this role is a strong fit.

Requirements

Commitment to the Hy-Vee mission and a willingness to promote the values of the company.
Excellent written and verbal communication skills, with the ability to prepare professional correspondence with a high degree of accuracy.
Strong interpersonal skills and the ability to relate to and interact with people at all levels in a friendly, professional manner.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to learn and navigate job-specific legal and administrative platforms.
Adaptability and a willingness and ability to learn and apply new technology, including artificial intelligence tools, to work more efficiently and support continuous improvement in the department.
A proactive, growth-oriented approach, with a desire to take on new responsibilities and become an integral contributor to the Legal department.
Strong organizational skills with the ability to manage multiple tasks and competing deadlines in a fast-paced environment.
Ability to identify problems and develop and execute solutions with minimal supervision.
High degree of discretion and professionalism when handling sensitive and confidential information.
Ability to maintain a high level of confidentiality as it pertains to executive, legal, personnel, and company information.
High school diploma or equivalent required.
3 to 5 years of administrative experience in a professional setting that required strong attention to detail and process discipline preferred, for example, in a legal, executive support, healthcare, financial services, or compliance environment.

Nice To Haves

associate’s or bachelor’s degree preferred.
Legal or administrative education or training helpful.
Notary Public certification preferred or willingness to obtain.

Responsibilities

Provide day-to-day administrative support to the attorneys in the Legal Department as they support business areas across the company.
Prepare, proofread, copy, and distribute a wide range of documents and correspondence, including letters, memoranda, reports, other materials on behalf of department attorneys.
Learn and apply department technology, including artificial intelligence tools, to complete administrative tasks more efficiently and to support the department’s workflows.
Assist in the preparation of minutes for Executive Committee, Board of Directors, and other meetings, ensuring accurate documentation of proceedings.
Schedule and manage committee meetings and outside appointments for department leadership, including coordination with internal and external parties.
Manage incoming and outgoing mail, including opening, sorting, distributing, and recording correspondence; sign receipts for abstracts and related materials.
Notarize documents as authorized.
Answer and route telephone calls professionally, assist callers, and greet individuals meeting with department leadership.
Respond to procedural inquiries and provide information on legal matters when authorized to do so.
Support compilation of information for the semi-annual litigation report and assist with filing and document management.
Request checks and submit invoices to the Accounting Department, as needed.
Maintain confidentiality with all executive decisions, personnel, wage, trust fund, stockholder, and legal information.