Senior Legal Secretary

Rutgers University•New Brunswick, NJ

About The Position

Rutgers, The State University of New Jersey is seeking a Senior Legal Secretary for the Office of the Executive Vice President and General Counsel. Provides a wide variety of confidential administrative assistance to the Office of the Executive Vice President and General Counsel. Handles attorney-client privileged and confidential attorney work-product documents, information, and communications. Among the key duties of the position are the following: Maintain attorney calendars, schedule appointments, arrange and coordinate logistics for events and meetings, and ensure follow up. Task specific responsibilities may include, but are not limited to: coordinating and scheduling in-person meetings, Zoom and MSTeams meetings, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary; Perform routine and as-assigned tasks in electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program; create, maintain and organize files electronically and in paper form; Prepare and track litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management; Prepare and ensure timely delivery of settlement check requests and payments, and other office-related check requests by utilizing the SciQuest/RUMarketplace system, and other systems as needed; liaise with university administrators to manage the logistics of contract approvals; Prepare in appropriate form, edit, and assist with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed; Prepare travel requests in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement; Update and maintain electronic spreadsheets, and matter management database, in order to produce reports and charts showing active litigation, contracts, and docket of matters for departmental cross-functional practice groups. Overview Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey’s preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. For two consecutive years, Rutgers is ranked on Forbes’ list of America’s Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publication’s 2023 list. Rutgers’ commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation’s military veterans, and ensuring accessibility and accommodation for individuals with disabilities.

Nice To Haves

A minimum of seven (7) years of relevant experience working as an Administrative Assistant.
Experience working with attorneys and/or in a legal office or setting.
Experience using document management, e-billing and matter management software.

Responsibilities

Maintain attorney calendars, schedule appointments, arrange and coordinate logistics for events and meetings, and ensure follow up.
Coordinating and scheduling in-person meetings, Zoom and MSTeams meetings, administrative hearings, arbitrations, mediations, witness meetings, deposition preparation meetings and depositions, and arranging for court reporters, as necessary
Perform routine and as-assigned tasks in electronic systems including document management, e-billing and matter management; travel and expense management; archiving and records management software and database program
Create, maintain and organize files electronically and in paper form
Prepare and track litigation hold notices, indemnification letters, and assist with litigation-related notifications to Risk Management
Prepare and ensure timely delivery of settlement check requests and payments, and other office-related check requests by utilizing the SciQuest/RUMarketplace system, and other systems as needed
Liaise with university administrators to manage the logistics of contract approvals
Prepare in appropriate form, edit, and assist with filing briefs, position statements, other pleadings, and contracts being handled by in-house attorneys or by outside counsel, as needed
Prepare travel requests in compliance with office and university travel policies and guidelines, including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle, taxi, mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement
Update and maintain electronic spreadsheets, and matter management database, in order to produce reports and charts showing active litigation, contracts, and docket of matters for departmental cross-functional practice groups.