Administrative Assistant

Job Summary : Under general direction, the Administrative Assistant performs administrative tasks for Department of Legal Affairs at Westchester Medical Center.

Responsibilities:

• Answer all incoming telephone calls for legal department and routes accordingly.
• Maintain multiple calendars of appointments, ensuring the attorney is apprised of all; appointments and changes, as well as matters requiring immediate attention.
• Perform all secretarial tasks for one or more Attorneys and some managerial staff, including correspondence, scheduling appointments and maintaining files.
• Prepare letters, memoranda, reports and summaries.
• Prepare contracts under the supervision of Legal Coordinator or Manager.
• Create and maintain excel spreadsheets for tracking of contract assignments.
• Maintain document management system to track and catalogue all signed agreements and approved documents for hospital network.
• Act as liaison between vendors and Legal Coordinator or Manager for all contracting matters.
• Gather appropriate material for executionof contracts for hospital network.
• Assist with execution of contracts on a daily basis and maintains appropriate contact with all internal departments for status inquiries on contracts.
• Prepare documents and correspondence for transactions under the direction of Legal Coordinator or Manager.
• Produce and format PowerPoint presentations for meetings.
• Collaborate with several internal departments on a daily basis.
• Gather appropriate material from administrative staff to respond to routine inquiries as appropriate.
• Process travel and expense forms for reimbursement.
• Open and screen mail, answer routine mail independently and routes other mail with background material as necessary.
• Maintain all files for legal department, ensuring that material is properly marked.
• Perform special and confidential assignments as required.

Qualifications/Requirements:

Experience: Minimum of 1 year prior experience working within a law firm, preferred.

Education: High school or equivalency diploma, required.

Licenses / Certifications: N/A

Other: N/A

Special Requirements: Proficiency in Outlook and MS Word, to include advanced formatting and red-lining, is required; proficiency in Excel and PowerPoint is preferred . Ability to type at 35 words per minute. Ability to manipulate pdf documents and use associated software tools such as pdf Converter and Adobe Reader . Proficient grammar and writing skills to efficiently proof and edit documentation; strong attention to detail is essential . Proven ability to prioritize work and manage workflow; good multi-tasking and time management skills . Ability to work pro-actively and with little supervision . Ability to comprehend the varied activities of a large department sufficiently to handle the mass of items passing through a busy legal office . Discretion and client-centric skills.