Legal Administrative Assistant

📋 Description

• • Join Penumbra’s dynamic and growing legal team, a pivotal force behind groundbreaking technology dedicated to saving lives. As a Legal Administrative Assistant, you will play an integral role in supporting a mission-driven company by providing essential administrative and operational assistance to our in-house legal department.
• • This role offers a unique opportunity to work closely with experienced attorneys, paralegals, and support staff within a collaborative and close-knit team environment. You will also liaise with external departments, acting as a key point of contact for various business units essential to the company’s overall operations.
• • Your responsibilities will encompass a broad range of critical tasks, including the meticulous management of contractual documents and correspondence. This involves ensuring all fully executed agreements are accurately uploaded into our contract lifecycle management (CLM) system and/or SharePoint, maintaining a robust and accessible repository of legal records.
• • You will be instrumental in processing various sales offers, such as bundled discount letters and cart consignment letters, ensuring accuracy and adherence to company policies.
• • A significant aspect of your role will involve actively assisting with the maintenance and optimization of the CLM system. This includes generating insightful reports, diligently entering customer data, and meticulously recording key agreement data points to enhance system functionality and data integrity.
• • Leverage your keen analytical skills to develop creative and effective solutions to complex administrative and operational problems that arise within the legal department.
• • You will be responsible for managing the legal department’s “To Do List” in Microsoft Excel, ensuring tasks are prioritized, tracked, and completed efficiently.
• • Compile, verify the accuracy of, and sort information according to established priorities to prepare source data for computer entry. You will maintain legal files, both hard copy and electronic, by tracking documents, performing periodic inspections to ensure proper upkeep, and responding promptly to file requests.
• • Provide comprehensive support with scheduling meetings, booking conference rooms, arranging catering, and organizing department events, contributing to the smooth operation of the legal team.
• • Assist with various legal administrative support functions, ensuring the department operates with maximum efficiency and effectiveness.
• • Facilitate the collection of wet and electronic signatures, manage the shipping and receiving of packages, and handle the mailing of important legal correspondence.
• • Take ownership of managing the legal department’s expenses, ensuring accurate tracking and timely submission.
• • Submit incoming legal department invoices to Accounts Payable for prompt payment, maintaining clear financial records.
• • Manage the legal vendor purchase requisition process for standing purchase orders, ensuring a streamlined procurement process for legal services and supplies.
• • Undertake and perform special projects as requested by the legal team, demonstrating flexibility and a proactive approach to supporting departmental needs.
• • Organize and place materials into appropriate storage receptacles, such as file cabinets, boxes, bins, or drawers, meticulously following classification and identification guidelines.
• • Scan or read incoming materials to determine the most appropriate classification and filing location based on content, purpose, user criteria, or chronological, alphabetical, or numerical order, ensuring systematic organization.
• • Assist with the drafting, execution, and organization of various contracts, contributing directly to the legal team’s output.
• • Uphold the highest standards of confidentiality regarding all legal matters and company information.
• • Adhere strictly to the Company’s Quality Management System (QMS) and all domestic and global quality system regulations, standards, and procedures, ensuring compliance in all aspects of your work.
• • Ensure that other members of the department are aware of and follow the QMS, regulations, standards, and procedures, promoting a culture of compliance.
• • Perform other work-related duties as assigned, demonstrating a willingness to contribute wherever needed to support the legal department and the company’s mission.