Executive Secretary/ Legal Aide

Position Purpose:-Provides clerical, administrative, record keeping, and general office support of legal teams with a particular focus on legal mail reception and re-distribution at HQ. The incumbent will be part of the Legal Support team assisting members of the Legal Department in clerical and administrative aspects as needed. Major Responsibilities/Accountabilities: Receive, review, and log all incoming legal mail, ensuring timely and accurate documentation within the department’s designated tracking systems.Efficiently route legal mail to the appropriate attorneys, paralegals, or departmental stakeholders, ensuring information reaches the correct parties without delayAssess and categorize legal correspondence based on content, urgency, and required action, applying sound judgment to prioritize appropriately.Assist attorneys and legal support staff in drafting routine correspondence, memos, and document summariesAssist with special projects involving data gathering, analysis, or process improvement.Process invoices and work with Legal Operations and Finance to ensure timely payments as neededMaintain strict confidentiality and discretion when processing sensitive legal documents, in alignment with department and Clients policies.Other related projects as assigned Qualifications:Required Knowledge/Skills/Abilities:Working knowledge and proficiency with Microsoft Office Suite or similar applications, including Outlook, Word, Excel and PowerPoint with ability to maintain basic databases.Must possess ability to triage and redistribute mail to relevant points of contact.Must possess excellent organizational skills.Must possess knowledge of all basic office equipment.Must possess basic knowledge of record management (files, logging, retrieving, follow-up systems etc.)Must possess knowledge of technical terminology relevant to department assigned.Must possess ability to compose memos and correspondence.Must have excellent interpersonal skills and willingness to be a team player in all aspects of departmental operations.Must possess excellent organizational skills.Must be able to maintain a high degree of confidentiality and discretion.Required Education/Experience/Training:Must possess High school diploma or GED plus a minimum of six years administrative/secretarial experience. Or an AAS degree plus a minimum of four years of administrative/secretarial experience, or a bachelor’s degree plus a minimum of two years of administrative/secretarial experience.Knowledge of Microsoft Office Suite (incl. MS Teams, Outlook, SharePoint).