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Eastern Virginia Medical School · 2 months ago

Legal Assistant II

Norfolk, VA

Full-time

Onsite

Entry, Mid Level

2+ years exp

Eastern Virginia Medical School is seeking a Legal Assistant II to provide advanced administrative and legal support to the Deputy University Counsel and Associate Vice President. The role involves managing schedules, correspondence, and records, supporting case preparation and compliance initiatives, and serving as the department records management coordinator.

Higher Education

Responsibilities

Be available to open and close the office during business hours

Manage calendars, schedule meetings using Outlook, Teams, Zoom, and other electronic methods, and set up meeting venues as necessary

Greet and interact with University Counsel Office visitors

Screen and prioritize calls

Open, sort, prioritize, and distribute incoming correspondence, including faxes and emails

Draft, format, and proofread letters and memos

Make travel and conference arrangements

Maintain office files

Prepare agendas and supporting materials for meetings

Take meeting notes/minutes, and follow up on action items

Utilize the ODU procurement system to order equipment and supplies, process vendor payments, including payments for outside legal services, in accordance with the State Procurement Act and University purchasing procedures

Review standard and non-standard Student Rotation Affiliation Agreements

Track regulatory deadlines, court dates, filing deadlines, and response timelines

Gather data and develop timelines for appeals and litigation matters

Prepare exhibits, and evidence binders, and hearing/trial support materials

Assist the AVP with the implementation and tracking of ongoing VHS compliance initiatives

Serve as the department records management coordinator to track and manage the life cycle of University Counsel paper and electronic records (inventory, archive, destruction, etc.)

Assist the Contracts Paralegal in end-user contracts training

Take on special projects and additional responsibilities as needed

Qualification

Microsoft Office proficiencyLegal document draftingConfidential information handlingScheduling meetingsBasic legal conceptsMultitasking abilityProfessional imageAdministrative skills

Required

Demonstrated proficiency in the full suite of Windows and Microsoft Office applications, and ability to schedule meetings via Teams or Zoom

Experience handling confidential and privileged information

Demonstrated ability to maintain a professional image suitable for an executive-level office

Exceptional written and verbal communication skills with the ability to draft, proofread, and format legal documents, contracts, and correspondence with minimal oversight

Strong multitasking ability; proficient in managing competing priorities with tight deadlines

Intermediate-level administrative skills

Working knowledge of basic legal concepts

Preferred

A minimum of two to five (5) years working in a legal office environment, reviewing contracts, or working with legal concepts (e.g., regulatory compliance)

Business school or higher education degree in legal studies

At least two years of administrative experience in a law firm or legal office