Paralegal/Administrative Assistant

Purpose

The Paralegal/Admin Assistant is responsible for providing legal and administrative support to the Legal Department. This role ensures the smooth operation of legal processes, assists in document preparation, maintains legal records, and facilitates effective communication within the department. The ideal candidate will have a strong attention to detail, the ability to manage multiple priorities, and a proactive approach to supporting legal and administrative functions.

This position requires a balance of administrative skills and legal knowledge to assist with contract management, compliance, and general legal support while also handling administrative responsibilities such as scheduling, recordkeeping, and correspondence.  The position also requires strong communication skills.

Responsibilities

• Provide administrative support to the Legal Department, including managing calendars, scheduling meetings, and handling correspondence
• Prepare, proofread, and format legal documents, correspondence, contracts, and reports
• Assist in managing Intellectual Property portfolio, liaising with business and external counsel on IP-related matters 
• Assist in drafting and reviewing agreements, policies, and other legal documentation 
• Maintain and organize legal records, case files, and corporate documentation 
• Conduct legal research and summarize findings as needed 
• Coordinate document execution, notarization, and filing of legal paperwork 
• Manage document retention policies, legal holds, and ensure compliance with recordkeeping requirements 
• Assist in handling confidential and sensitive legal matters with discretion 
• Support contract management, including tracking deadlines and renewals 
• Coordinate with external counsel, vendors, and internal teams on legal-related matters 
• Facilitate communication between the Legal Department and other departments within the organization 
• Assist in compliance-related tasks, including monitoring regulatory updates 
• Assist in preparation of compliance and other legal-related training materials
• Prepare reports and summaries related to legal matters and corporate governance 
• Maintain a working knowledge of FDA 21 CFR 1271, FDA 21 CFR 820, AATB standards, ISO Standards, cGMP/CGTP, other relevant regulations/standards, and internal organizational policies and standard operating procedures
• Ensure completion of assigned tasks and responsibilities within defined timeframes 
• Maintain flexibility to work outside of normal business hours with reasonable advance notice when necessary to support business/operational needs 
• Perform other duties as assigned

Skills

• Strong organizational and time management skills 
• Excellent written and verbal communication skills 
• High attention to detail and accuracy 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). document management systems, and other corporate and legal-related software programs 
• Ability to manage multiple tasks effectively in a fast-paced environment 
• Discretion and professionalism in handling confidential information 
• Strong problem-solving and analytical skills 
• Ability to work independently as well as part of a team
  

Qualifications/Requirements

• Associate's degree or higher in Paralegal Studies, Business Administration, or a related field preferred
• Paralegal certification from an accredited program preferred 
• A minimum of 5 years of experience in legal administration, paralegal work, or equivalent support roles required
• Experience in a corporate legal environment highly preferred 
• Familiarity with contract management, compliance, IP portfolio management, and legal research preferred 
• Experience with legal software, contract lifecycle management tools, or document management systems preferred 
• Successful completion of a favorable background investigation required