Legal Assistant

KEY RESPONSIBILITIES 

General Administration 

Coordinate internal meetings, including the recurring team cadence and quarterly reviews. 

Manage calendar, deadline tracking, projects, and action items. 

Maintain and organize physical and electronic files; manage document retention in accordance with established schedules. 

Assist with preparation of internal presentations, communications, and status reports. 

Provide general administrative support to team leadership as needed, including travel coordination, expense processing, and logistics. 

Billing 

• Review, process, and track outside counsel and vendor invoices; flag discrepancies and assist with accruals. 

• Assist with budget tracking and legal spend reporting; maintain matter management and billing records. 

Intellectual Property (“IP”) 

Maintain the IP portfolio tracker, including patents, trademarks, and copyrights; monitor renewal and maintenance fee deadlines and flag upcoming actions to team leadership. 

Coordinate with outside IP counsel on filings, prosecution correspondence, and docketing; track status of pending applications and registrations. 

Organize and maintain IP records, including certificates of registration, assignment documents, and prosecution histories. 

Support IP-related due diligence in connection with M&A transactions, licensing arrangements, and other corporate matters. 

Governance 

• Assist with corporate entity management, including maintenance of entity records, registered agent correspondence, and annual filings. 

• Support the execution and organization of board and committee materials, minutes, resolutions, and consents. 

Risk Management 

• Assist with insurance renewals and policy maintenance, including coordinating with vendors and internal stakeholders for documentation / information.   

• Coordinate cross-functional risk management workstreams. 

Compliance & Regulatory 

• Maintain the compliance calendar and assist track regulatory deadlines and filings across applicable compliance programs 

• Maintain compliance documentation libraries on SharePoint. 

• Assist with compliance workflows including those governing data protection, third-party due diligence, and sanctions/export compliance screening (e.g., coordinate information requests). 

Disputes & Litigation 

• Assist with matter intake, document organization, and file management for active disputes and litigation. 

• Support document collection, legal hold administration, and preparation of materials for outside counsel. 

• Coordinate matters (e.g., meetings, mediations); manage calendar and deadline tracking for court dates, filing deadlines, and statutes of limitations. 

• Monitor bankruptcy dockets and coordinate responses to bankruptcy filings affecting the company.   

• Prepare and file proofs of claim, objections, and related bankruptcy documents.   

• Maintain creditor matrices and track distributions in bankruptcy proceedings.   

QUALIFICATIONS 

• Associate's degree in paralegal studies, legal studies, or a related field or equivalent professional experience. 

• 2+ years of paralegal or legal operations experience in a law firm or corporate legal department. 

• Experience in a corporate legal department supporting a broad legal function across multiple practice areas. 

• Ability to work independently, multitask, prioritize, and manage time effectively in a fast-paced environment.   

• Strong organizational skills with demonstrated ability to manage multiple workstreams and competing deadlines. 

• Excellent written and verbal communication skills; high attention to detail. 

• Experience managing outside counsel and vendor relationships.  

• Proficiency with legal billing & matter management systems (e.g., SimpleLegal), eDiscovery platforms (e.g., Relativity, Everlaw), and Microsoft Office Suite.   

• Ability to handle confidential information with discretion. 

Preferred 

• Exposure to export compliance, sanctions, data privacy, or regulatory compliance. 

• Experience with Streamline, Jira, Confluence, or similar workflow and project management tools. 

• Paralegal certificate from an ABA-approved program. 

• Experience with contract lifecycle management (CLM) systems    

• Familiarity with GRC platforms (One Trust, LogicGate, or similar)    

• Bankruptcy and creditor rights experience    

• SaaS or technology experience