Senior Legal Secretary
Share
Job Location:
New Brunswick, NJ - USA
Monthly Salary:
Not Disclosed
Posted on:
9 hours ago
Vacancies:
1 Vacancy
Job Summary
Posting Summary
Rutgers The State University of New Jersey is seeking a Senior Legal Secretary for the Office of the Executive Vice President and General Counsel. Provides a wide variety of confidential administrative assistance to the Office of the Executive Vice President and General Counsel. Handles attorney-client privileged and confidential attorney work-product documents information and communications. Among the key duties of the position are the following: Maintain attorney calendars schedule appointments arrange and coordinate logistics for events and meetings and ensure follow up. Task specific responsibilities may include but are not limited to: coordinating and scheduling in-person meetings Zoom and MSTeams meetings administrative hearings arbitrations mediations witness meetings deposition preparation meetings and depositions and arranging for court reporters as necessary; Perform routine and as-assigned tasks in electronic systems including document management e-billing and matter management; travel and expense management; archiving and records management software and database program; create maintain and organize files electronically and in paper form; Prepare and track litigation hold notices indemnification letters and assist with litigation-related notifications to Risk Management; Prepare and ensure timely delivery of settlement check requests and payments and other office-related check requests by utilizing the SciQuest/RUMarketplace system and other systems as needed; liaise with university administrators to manage the logistics of contract approvals; Prepare in appropriate form edit and assist with filing briefs position statements other pleadings and contracts being handled by in-house attorneys or by outside counsel as needed; Prepare travel requests in compliance with office and university travel policies and guidelines including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle taxi mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement; Update and maintain electronic spreadsheets and matter management database in order to produce reports and charts showing active litigation contracts and docket of matters for departmental cross-functional practice groups.
Overview
Rutgers The State University of New Jersey is a leading national research university and the State of New Jerseys preeminent comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey Rutgers University is committed not only to the students and the State that we serve but also to the faculty and staff who work on our campuses. For two consecutive years Rutgers is ranked on Forbes list of Americas Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publications 2023 list. Rutgers commitment to its employees includes maintaining and fostering a safe diverse and respectful workplace environment creating employment opportunities for our nations military veterans and ensuring accessibility and accommodation for individuals with disabilities.
Preferred Qualifications
A minimum of seven (7) years of relevant experience working as an Administrative Assistant. Experience working with attorneys and/or in a legal office or setting. Experience using document management e-billing and matter management software.
Rutgers The State University of New Jersey is seeking a Senior Legal Secretary for the Office of the Executive Vice President and General Counsel. Provides a wide variety of confidential administrative assistance to the Office of the Executive Vice President and General Counsel. Handles attorney-client privileged and confidential attorney work-product documents information and communications. Among the key duties of the position are the following: Maintain attorney calendars schedule appointments arrange and coordinate logistics for events and meetings and ensure follow up. Task specific responsibilities may include but are not limited to: coordinating and scheduling in-person meetings Zoom and MSTeams meetings administrative hearings arbitrations mediations witness meetings deposition preparation meetings and depositions and arranging for court reporters as necessary; Perform routine and as-assigned tasks in electronic systems including document management e-billing and matter management; travel and expense management; archiving and records management software and database program; create maintain and organize files electronically and in paper form; Prepare and track litigation hold notices indemnification letters and assist with litigation-related notifications to Risk Management; Prepare and ensure timely delivery of settlement check requests and payments and other office-related check requests by utilizing the SciQuest/RUMarketplace system and other systems as needed; liaise with university administrators to manage the logistics of contract approvals; Prepare in appropriate form edit and assist with filing briefs position statements other pleadings and contracts being handled by in-house attorneys or by outside counsel as needed; Prepare travel requests in compliance with office and university travel policies and guidelines including but not limited to: submitting conference registration forms; booking flights; arranging ground transportation; reserving hotel accommodations; and estimating shuttle taxi mileage and toll charges; reconciling travel and related expenses and receipts and submitting in the online travel and expense database for reimbursement; Update and maintain electronic spreadsheets and matter management database in order to produce reports and charts showing active litigation contracts and docket of matters for departmental cross-functional practice groups.
Overview
Rutgers The State University of New Jersey is a leading national research university and the State of New Jerseys preeminent comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey Rutgers University is committed not only to the students and the State that we serve but also to the faculty and staff who work on our campuses. For two consecutive years Rutgers is ranked on Forbes list of Americas Best Large Employers. Rutgers holds #64 of 500 employers and is the #1 New Jersey employer on the publications 2023 list. Rutgers commitment to its employees includes maintaining and fostering a safe diverse and respectful workplace environment creating employment opportunities for our nations military veterans and ensuring accessibility and accommodation for individuals with disabilities.
Preferred Qualifications
A minimum of seven (7) years of relevant experience working as an Administrative Assistant. Experience working with attorneys and/or in a legal office or setting. Experience using document management e-billing and matter management software.
Required Experience:
Senior IC
Key Skills
- Office Manager Experience
- Legal Drafting
- Typing
- Litigation
- Clerical Experience
- Intellectual Property Law
- Sage
- Transcription
- Filing
- Copywriting
- Project Coordination
- Word Processing
About Company
Rutgers, The State University of New Jersey, is one of America's leading public research universities. Consistently top-ranked, Rutgers offers a range of undergraduate and graduate degree programs and continuing education opportunities.
