Administrative Assistant Legal
Department Description: This role is providing administrative support within the Beth Israel Lahey Health Legal team.
Job Location: Boston, MA
Req ID: 33274BR
Job Summary: Provides confidential, administrative support to the attorneys and directors in the Legal Department, requiring knowledge of legal processes and the ability to meet priority deadlines, and ensures responsive, client-focused results consistent with the mission and philosophy of Beth Israel Lahey Health.
- Draft and handle confidential documents and materials, understand and meet deadlines and communicate with clients and external stakeholders.
- Heavy calendar management for multiple attorneys and directors, including but not limited to planning and scheduling complex meetings with internal and external clients, room scheduling, preparation of meeting notices and agendas, preparation of meeting materials, anticipating equipment and catering requests.
- Prepares or compile materials, reports and files for meetings, telephone calls and conferences to ensure that attorneys and directors are adequately prepared.
- Organize, integrate and maintain department hard and electronic files in a confidential manner consistent with best practice for legal offices in order to facilitate expeditious retrieval of materials
- Prepare, download, copy and/or run reports from departments databases and distribute them as appropriate and/or requested by supervisor or department leadership.
- Manage all travel arrangements for attorneys and directors for training, conferences and business trips, including air travel, accommodations and reservations. Prepare and maintain list of related travel and other expenses to ensure proper reimbursement for attorneys and directors.
- Create and edit PowerPoint presentations as needed by the attorneys and directors. Draft and edit correspondence and other legal documents.
- Perform all other administrative functions consistent with an individual in this role, as required by the Office of the General Counsel.
- Associate's degree required.
- 3-5 years related work experience required.
- Minimum three years in an administrative support role, preferably in a legal practice setting. Experience managing highly confidential and sensitive information in a professional and discreet manner. General knowledge of legal processes and the health care field including agencies and organizations.
- Ability to plan, develop, and coordinate multiple projects. Ability to gather data, compile information, and prepare reports.
- Ability to use independent judgment and to manage and impart confidential information.
- Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.
- Decision Making: Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.
- Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
- Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
- Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
- Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
- Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
- Team Work: Ability to interact respectfully with other employees, professional staff and/or external contacts to offer ideas, identify issues, obtain information or deliver services.
- Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.
Physical Nature of the Job:
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally