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Legal Administrative Assistant


Job Description
Purpose: To provide administrative and clerical support to three attorneys which are part of the North American Intellectual Property Legal function and assist paralegals that support these attorneys.
Complexity of Role: This is an administrative support role to help the North American Intellectual Property Legal function run smoothly in terms of meetings, communications, travel bookings, file maintenance, processing payments and expenses, document editing, letter drafting and more. The role requires good prioritization skills and resourcefulness and deals with various levels of the business across different functions and markets as well as outside vendors and consultants.
Decision Making: Candidate should have a proactive approach to projects and make the decisions necessary to complete tasks assigned by the attorneys and resolve problems and issues that may arise in carrying out these tasks. Anticipate the needs of the attorneys and make decisions to help ease their work load from an administrative perspective.

Key Outputs/Deliverables:
Type routine correspondence and revise documents, including contracts. Assist with preparing PowerPoint presentations, reports, or other documents. Answer telephone and emails, and respond to routine queries. Fax, mail, photocopy, scan, and file correspondence and other documents. Maintain and manage department files for trademark applications and registrations, litigations and other disputes, contracts, and other matters. Process invoices from law firms and other vendors from around the world. Route incoming mail. Coordinate travel schedules and reservations. Sort, store, organize and retrieve documents and files using manual and computerized filing systems. Schedule meetings and conferences. Manage calendars and contacts. Notarize documents. Arrange for legalization of documents to be submitted to trademark offices around the world. Process travel and expense reports. Assist with or lead special projects. Complete other administrative tasks as necessary.
Candidate should possess the ability to make decisions and resolve problems with little or no supervision in a timely manner as well as work efficiently under time pressures and deadlines. Must demonstrate integrity, be reliable, and a team player. Candidate should have excellent organization, communication, interpersonal, and data entry skills. Must also have the ability to work independently, be adaptable to change, and demonstrate attention to detail.
Experience:
· Minimum of 5 years administrative experience working for multiple managers in legal field.
· Familiarity with intellectual property or trademark law is desired, but not required.
· Proficiency in the use of Microsoft Word, Outlook, PowerPoint, Excel, and the Internet is required.
· Familiarity with SAP, Livelink, CaseTrack, Concur and/or Anaqua (or a similar docketing system) is an advantage.
· Training will be provided as necessary.
· Notary certification can be obtained on the job.

Legal Administrative Assistant