Legal Department Assistant

Tucson Electric Power Co - Tucson, AZ

Full-time - Entry Level

Remote - Tucson, AZ

Utilities

About the position

We are currently seeking a talented individual for the position of Legal Department Assistant l or ll in our Legal Services department to assist us in providing exceptional services and solutions to our clients. This position will provide direct administrative support to our in-house team of about 20 legal and compliance professionals in a fast-paced environment and plays a crucial role in supporting the Legal Services team by managing administrative tasks and ensuring smooth operations. The ideal candidate will be proficient in Microsoft Word and Excel, with a strong understanding of proper handling of highly confidential and sensitive information. A resume and cover letter detailing your qualifications and explaining your interest in this position are required to be considered for this position.

Responsibilities

• Collaborate across various Company departments and provide exceptional customer service to internal and external clients.
• Be a strong self-starter with the ability to work with multiple attorneys and support staff simultaneously.
• Perform duties independently and under minimal supervision.
• Contribute to and maintain a positive, respectful and inclusive environment.
• Perform record keeping and filing functions, order and manage supplies, answer and direct phone calls, manage mail, and a variety of other administrative tasks.
• Draft, edit and prepare documents, correspondence, memos, letters, presentations and department reports.
• Develop and maintain complex spreadsheets, databases and reports using MS Excel.
• Develop and administer the department's annual budget, including monthly, quarterly and yearly projections.
• Assist attorneys in managing outside counsel engagements and third-party service provider retention, including purchase orders, invoice review, managing accruals, tracking and payment.
• Reconcile corporate credit card statements and assist with registration for, and payment of, dues and subscriptions.
• Coordinate appointments, calendars, seminars, and business travel; set up meetings and video conferences; schedule conference rooms and coordinate and/or set-up meals for meetings when applicable.
• Utilize matter management, budgeting, records retention and other software programs.
• Assist with compliance filings; drafting and updating policies and procedures; and assist and manage special projects.
• Onboarding new team members.
• Use independent judgement to plan, prioritize, and organize a diversified workload to maintain focus on long-term goals while managing daily responsibilities.

Requirements

• Proven experience as an administrative assistant or in a similar role, preferably within a legal department.
• Proficiency in Microsoft Word and Excel.
• Experience in developing and managing budgets and invoice payments.
• Strong understanding of managing confidential information.
• Excellent organizational and time-management skills.
• Attention to detail and accuracy; commitment to quality.
• Strong communication and interpersonal skills.
• High level of professionalism and discretion.
• Strong analytical ability.
• Adept at working in a fast-paced environment and under deadlines.
• Ability to follow detailed instructions.
• Self-motivated with the ability to work independently, positively, and as a cooperative and collaborative team player with attorneys, staff members and colleagues at all levels within the department and across the organization.
• Strong work ethic and professional demeanor.

Nice-to-haves

• Bachelor's Degree and at least four years' previous administrative experience in a professional business environment or equivalent combination of education and experience.