Legal Assistant

Position Summary:

A highly reputable, Christian non-profit organization is seeking a legal assistant for their Scottsdale, AZ location.  Under the general supervision of the President & General Counsel and working closely with stakeholders across the organization, the Legal Assistant, will provide organizational and substantive support to the President & General Counsel. The Legal Assistant will work independently on projects, from conception to completion, some of which may have organizational impact. The Legal Assistant will also generally perform a wide range of complex, technical and confidential administrative and clerical support duties, which requires the Legal Assistant to anticipate needs, think critically, and offer solutions in a variety of situations, with a high level of professionalism.

Position Specifications:
This section lists the major duties and requirements of the job and is not all-inclusive. The Legal Assistant may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

Executive Support

·       Completes a broad variety of administrative tasks for the President & General Counsel including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

·       Plans, coordinates and ensures the President & General Counsel’s schedule is followed and respected

·       Serves as “gatekeeper” and “gateway,” creating win-win situations for direct access to the President & General Counsel’s time and office

·       Communicates directly and on behalf of the President & General Counsel with Board members, constituents, staff, and others, on matters related to President & General Counsel’s programmatic initiatives

·       Researches, prioritizes and follows up on incoming issues and concerns addressed to the President & General Counsel, including those of a sensitive or confidential nature; determines appropriate course of action, referral or response

·       Provides a bridge for smooth communication between the office of the President & General Counsel and other departments; demonstrating leadership to maintain credibility, trust and support

·       Works closely and effectively with the President & General Counsel to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately; acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the President & General Counsel updated

·       Builds relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organization-wide impact

·       Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitate the President & General Counsel’s ability to effectively lead the organization

·       Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures

Legal Support

·       Performs all stages of legal workflow including drafting, proofreading, filing, scanning, copying, archiving and faxing

·       Populates basic form agreements, compose correspondence, memos and presentations for President & General Counsel’s review

·       Maintains concise calendaring for legal matters and related due dates; ensures proper maintenance of matters calendar; tracks status and assists in the management of legal matters

·       Ensures large, complex projects are smoothly operating on time and in a highly organized manner

·       Tracks CLE for President & General Counsel, maintains records and adheres to reporting requirements, including but not limited to membership and subscription renewals

·       Creates and maintains electronic and hard copy files and records for the organization and President & General Counsel in accordance with established internal policies and procedures

·       Communicates with outside counsel and external legal staff; assists with billing

·       Transcribes electronic dictation

·       Maintains all external attorney contact information

Board Support

·       Assists Board Members with travel arrangements, lodging, and meal planning, as needed

·       Maintains discretion and confidentiality in relationships with all Board Members

·       Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format

Organization Team Liaison

·       Assists in scheduling meetings, coordinating agendas and attending meetings

·       Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships and Outreach

·       Gathers, investigates, researches, analyzes, and/or studies information affecting organization-wide, intradepartmental or interdepartmental operations

·       Ensures that the President & General Counsel’s bio is kept updated and responds to requests for materials regarding the President & General Counsel and the organization, in general

·       Edits and completes first drafts for written communications to external stakeholders

Strategic Initiatives

·       Works with the President & General Counsel’s outreach activities

·       Follows up on contacts made by the President & General Counsel and supports the cultivation of ongoing relationships

·       Edits and creates acknowledgement letters from the President & General Counsel to constituents

·       Other duties and special projects, as needed or assigned

Qualifications:
·       Bachelor’s degree from accredited institution required

·       Strong work tenure: 10+ years of relatable experience supporting attorneys or C-Level executives within a law firm, employed as a legal administrative assistant (LAA) or executive assistant

·       Advanced understanding and proficiency with technology and software solutions for document management, including but not limited to SharePoint, and Microsoft 365 suite of applications, including Word, PowerPoint, Excel, Teams, OneDrive.

Skills/Competencies:
To perform this role successfully, an individual must be able to satisfactorily perform each specification listed above. The competencies listed below are representative of the knowledge, skill, and/or ability required.

·       Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

·       Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and constituents

·       Excellent written and verbal communication skills, including superior spelling and grammar aptitude; accurate note-taking abilities; strong researching, proofreading and formatting skills

·       Demonstrated self-starter with proactive approaches to problem-solving with strong decision-making capability; solution-oriented and takes initiative

·       Utilizes sound judgment, possesses critical and analytical thinking skills and has the desire and willingness to take ownership and control of projects

·       Ability to work effectively and resourcefully both independently and collaboratively and cross‐functionally as a team player; reliable

·       Proven ability to work with and maintain confidential information with discretion; strong ethics and integrity

·       Ability to implement and adhere to operating policies, procedures and systems

·       Demonstrated ability to manage time effectively and manage substantial workload efficiently to achieve high performance goals, manage various competing demands and meet deadlines in a fast-paced environment with an ability to stay calm under pressure

·       Dedication to serving others; spirit of cooperation; accountability

·       Possess a servant’s heart; humble, teachable, willing listener

·       Ability to handle ambiguous situations; flexibility to adjust to the role as it evolves and adapt to changing priorities and business needs

·       Enjoy working in a small, entrepreneurial environment that is mission-driven, results- driven and servant-oriented

Working Conditions and Physical Effort
Operates in an office-based environment and this role routinely uses standard office equipment such as computers, phones, printers, etc. and requires sitting or standing for long periods of time
Requires attending meetings, both in person and virtually as well as speaking on the phone or via another platform with colleagues, vendors, volunteers, etc.; speaking, hearing and listening are required
Work may require occasional travel; working at remote office locations
Very limited physical effort required
Very limited exposure to physical risk

Other Requirements:

Submit Cover Letter, Resume and Christian Testimony for consideration