Administrative Legal Assistant

is Position Overview
The Legal Assistant provides comprehensive support to the company’s legal, compliance, administrative, and insurance functions. This role assists with document preparation, contract management, regulatory research, corporate compliance, insurance administration, and coordination with external legal counsel. The ideal candidate is highly organized, detail-oriented, and able to manage sensitive information in a fast-paced corporate environment.

Key Responsibilities

Legal & Compliance Support

• Prepare, review, and organize legal documents, agreements, and correspondence.
• Examine incoming legal documents—such as notices, claims, subpoenas, demands, or court filings—and prepare concise, accurate summaries for executive review.
• Prepare factual case files, timelines, evidence packets, exhibits, and supporting documentation for executives or for distribution to managers/employees for deposition preparation or legal proceedings.
• Track outside counsel and legal assistant billable hours, validating time entries against work performed.
• Perform billing reconciliation for all legal invoices, identify discrepancies, ensure accuracy, and maintain accountability of outside counsel.
• Maintain logs of approved billable tasks, legal spend tracking, and monthly budget-to-actual reporting.
• Support contract lifecycle management, including drafting simple agreements, tracking renewals, and maintaining contract databases.
• Conduct legal research on federal, state, and industry regulations relevant to company operations.
• Maintain corporate records, state filings, business licenses, and compliance calendars to ensure all obligations are met on time.
• Coordinate with internal teams to gather information for legal matters, audits, regulatory inquiries, and due diligence.
• Assist with documentation for litigation, dispute resolution, and communication with external legal counsel.
• Manage document retention schedules, electronic filing systems, and secure storage of confidential materials.
• Support HR and administrative departments with legal documentation, policy updates, and compliance requirements.
• Perform other legal and administrative duties as assigned.

Insurance Administration

• Manage all business insurance policies, including general liability, workers’ compensation, EPLI, professional liability, cyber, auto, and property coverage.
• Track all policy renewal dates and ensure timely preparation of renewal applications.
• Maintain live, organized files for all insurance policies, including endorsements, renewals, amendments, premium payments, and correspondence.
• Track and maintain all premium payments, due dates, financing schedules, and confirmations of payment.
• Continuously research, identify, and evaluate competitive insurance brokers and carriers to ensure optimal pricing and coverage for the company.
• Manage issuance, tracking, and renewal of Certificates of Insurance (COIs) for vendors, landlords, partners, and internal needs.
• Review COI requirements in leases, contracts, and vendor agreements to ensure compliance.
• Administer EPLI-related documentation including intake of employment-related incidents, coordinating with HR, and supporting carrier communications.
• Process insurance claims by gathering evidence, preparing summaries, and coordinating with adjusters and internal teams.
• Assist with insurance audits (e.g., workers’ comp, general liability) by organizing payroll, operational, and incident documentation.
• Maintain detailed internal insurance files including policies, endorsements, COIs, renewals, payments, and claims history.
• Support overall risk management initiatives by tracking incidents, identifying coverage gaps, and recommending improvements to insurance structure, documentation, and compliance processes.

Qualifications

• Associate’s or Bachelor’s degree, Legal Assistant or Paralegal certification preferred but not required.
• Minimum 2–4 years of experience in legal assistance, insurance administration, corporate legal, compliance, or risk management.
• Strong understanding of legal terminology, legal workflows, and document preparation standards.
• Experience reviewing and summarizing legal documents and preparing case files for executives or legal proceedings is preferred.
• Familiarity with insurance policies, COIs, EPLI, endorsements, renewals, premium tracking, and claims processes strongly preferred.
• Experience with legal billing practices, invoice reconciliation, and managing vendor accountability is highly preferred.
• Exceptional organizational skills and meticulous attention to detail.
• Ability to manage multiple priorities while maintaining confidentiality.
• Proficiency with Microsoft Office Suite and document management systems.
• Strong written and verbal communication skills, with the ability to communicate professionally across teams and with external partners.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Opportunities for advancement
• Paid sick time
• Paid time off
• Vision insurance

Work Location: In person