Legal Administrative Assistant Location: Onsite Scottsdale, AZ Department: Legal Reports to: Associate General Counsel
Position Summary: The Legal Administrative Assistant supports the Legal Department by managing attorney calendars, coordinating meetings, preparing routine correspondence, and maintaining departmental processes and documentation. This role helps administer legal systems such as Legal Tracker, SharePoint, and DocuSign CLM, assists with outside counsel engagement and billing, and manages legal mailings and document handling. The position also supports entity management, organizes corporate governance records, and serves as a liaison with internal teams such as Finance and IT. Additional administrative duties will be performed as needed to ensure smooth Legal Department operations.
Essential Duties and Responsibilities:
- Support Legal Department with clerical and general administrative functions.
- Update and maintain attorney calendars, including scheduling appointments, coordinating meetings, and prioritizing schedules. Ensure meeting logistics are arranged and adjust schedules proactively to resolve conflicts.
- Draft routine correspondence using attorney-approved templates.
- Coordinate Legal Department operations by creating, maintaining, and updating process documentation in conjunction with LegalOps. Keep all operational manuals and records current.
- Utilize and coordinate department usage of Legal Tracker, SharePoint for document management, internal resources for entity tracking, DocuSign CLM, and outside vendors for entity formation, dissolution, and DBAs.
- Assist with intake/engagement of outside counsel, including providing billing and matter management guidelines, setup in Legal Tracker, Q&A and technical support within the matter management platform.
- Manage legal billing and settlement payment processes.
- Handle mailing and courier services related to legal documents and filings as needed.
- Support entity management with CSC (or similar provider), including formations/dissolutions, annual reports, DBAs, and filings; maintain the entity register.
- Act as inter-departmental liaison with Finance, IT, Marketing and others as needed to support the Legal Department.
- Organize corporate governance documents (e.g., consents, operating agreements, EIN letters).
- Liaise with IT and internal partners for access/process questions; handle business-critical mailings (FedEx/UPS/USPS, certified mail).
- Perform other administrative duties as assigned.
Qualifications:
- High school diploma or equivalent required; Associate’s/Bachelor’s preferred.
- 4+ years in legal administration/operations, e-billing, contract support, or professional services operations.
- Experience partnering with Legal, A/P, Payroll, IT, and external law firms/vendors.
- Proficiency with legal e-billing/matter management platforms (Legal Tracker or similar).
- Experience with DocuSign and SharePoint (or comparable document repositories).
- Familiarity with CLM workflows, vendor onboarding, and payment coordination.
- Exposure to entity maintenance/corporate governance support and registered agent coordination (e.g., CSC).
