Executive Legal Assistant/Paralegal, Office of General Counsel

$66,560 - $87,776/Yr

Marymount University - Los Angeles, CA

Full-time - Mid Level

Los Angeles, CA

Educational Services

About the position

The Executive Legal Assistant/Paralegal position at Loyola Marymount University is a full-time role that provides essential support to the General Counsel. This position is responsible for managing all operations of the legal office, which includes scheduling, budget oversight, and interfacing with both external law firms and internal constituents. The role requires a proactive approach to managing litigation, subpoenas, regulatory compliance, investigations, discovery, and trial preparation. The Executive Legal Assistant/Paralegal will serve as the primary point of contact for internal and external inquiries, ensuring that all communications are directed to the appropriate team members. In addition to office management, the position involves significant legal support duties. The Executive Legal Assistant/Paralegal will assist attorneys with legal research, document preparation, and case management. This includes drafting legal documents, correspondence, and pleadings under the supervision of attorneys, as well as managing and organizing legal files to ensure that all documents are accurately maintained and easily accessible. The role also encompasses billing tasks, such as generating invoices, tracking payments, and managing accounts receivable, along with filing and organizing legal documents in both physical and electronic formats. Client interaction is another critical aspect of this position. The Executive Legal Assistant/Paralegal will communicate with clients to schedule appointments, relay messages, and provide general assistance as needed, all while maintaining positive relationships through excellent customer service. The role requires a commitment to the mission, vision, and values of Loyola Marymount University, with an emphasis on professional conduct and outstanding customer service. The ideal candidate will possess a Bachelor's degree and/or a certificate in Legal Studies or Paralegal Studies, along with a minimum of five years of experience as a legal assistant or paralegal. Proficiency in legal research tools such as Westlaw and LexisNexis, as well as strong organizational and communication skills, are essential for success in this role.

Responsibilities

• Oversee day-to-day office operations, including managing schedules, appointments, budget matters, and technology needs.
• Serve as the primary point of contact for internal and external inquiries, directing them to the appropriate team members.
• Maintain office efficiency by implementing and improving administrative procedures.
• Assist attorneys with legal research, document preparation, and case management.
• Draft legal documents, correspondence, and pleadings under the supervision of attorneys.
• Manage and organize legal files, ensuring all documents are accurately maintained and easily accessible.
• Prepare and proofread legal documents, contracts, and correspondence.
• Handle billing tasks, including generating invoices, tracking payments, and managing accounts receivable.
• Assist with filing and organization of legal documents both in physical and electronic formats.
• Communicate with clients to schedule appointments, relay messages, and provide general assistance as needed.
• Maintain positive relationships by delivering excellent customer service and addressing inquiries in a timely manner.
• Perform other duties as assigned or requested to support overall department operations.

Requirements

• Typically a Bachelor's degree and/or certificate in Legal Studies, Paralegal Studies, or related field.
• Minimum of 5 years of experience as a legal assistant or paralegal.
• Proficiency in legal research, document drafting, and case management software.
• Proficiency in legal research tools such as Westlaw and LexisNexis.
• Excellent communication and interpersonal skills.
• Strong organizational abilities with a keen attention to detail.
• Discretion and professionalism when handling sensitive information.
• Demonstrated ability to interact effectively, productively, and sensitively with a variety of constituents.
• Ability to multi-task, plan, organize, and execute day-to-day operations; work under deadlines and maintain a detail-oriented approach to each task.
• Demonstrated knowledge in the areas of modern office practices and procedures; filing systems; telephone and business etiquette; proofreading; good grammar and spelling usage; letter and report writing; office equipment use and maintenance.