Legal Executive Assistant

About the position

Veolia Water Technologies and Solutions has a fantastic opportunity available for a skilled legal administrative professional to join our team as a Legal Assistant, Paralegal. The Legal Assistant, Paralegal will work closely with our General Counsel and report to our Senior Legal Operations Manager. The position serves as a key support function for the entire North American Legal department, interfacing with multiple departments, and managing confidential information while ensuring smooth administrative and legal operations. The ideal candidate has the ability to work independently and manage multiple tasks and deadlines. The candidate must be detail-oriented and take initiative to problem solve and follow-up on issues and inquiries. This is a hybrid role in Trevose, PA working on-site 3 days/ week and 2 days/ week remote.

Responsibilities

• Oversee day-to-day administration of the company’s legal billing and matter management solution, Legal Tracker.
• Review invoices to ensure bills are properly coded, routed, and in compliance with our Outside Counsel Guidelines.
• Coordinate with Accounts Payable to ensure accurate and timely payment processing.
• Maintain data integrity by ensuring all information is accurately entered and updated.
• Act as liaison with outside counsel to support proper matter setup, timekeeper rate approval, and invoice submission.
• Generate regular and ad hoc reports.
• Process and distribute service of process, legal notices and physical mail to ensure proper and timely handling.
• Draft correspondence, memoranda, and summaries for attorneys or business partners.
• Take notes during legal and compliance meetings and prepare and circulate meeting minutes.
• Prepare, handle, and coordinate the signing, sealing, and notarization of confidential documents.
• Coordinate quarterly legal financial reports, which requires collaboration with in-house and outside counsel as well as drafting case updates and ensuring all information is accurate, error-free, and up to date.
• Lead Legal department contact for all queries regarding status and timing of department invoice and settlement payments.
• Coordinate international, executive travel through multiple corporate platforms, including, but not limited to NEO and Concur.
• Prepare and process expense reports both for general department expenses as well as for our General Counsel.
• Maintain physical and electronic file systems, which includes filing, indexing, retrieval, storage and destruction.
• Conduct legal research, pull dockets and documents from online filing systems, and provide ad-hoc legal support to the team.

Requirements

• Bachelor's degree from an accredited college or university
• 3+ years of relevant experience
• English language fluency, French or Spanish-speaking is a plus