Legal Administrative Assistant

Winchester Hospital Burlington , MA 01803

Posted 7 months ago

Welcome To

Lahey Health Shared Services is part of a vibrant and growing health care system, recognized as a trailblazer in medicine and a standard bearer in patient experience. It includes an award-winning academic medical center, a superb constellation of community hospitals, home care services, rehabilitation facilities and more.

We are committed to attracting, developing and retaining top talent in a market long recognized and revered as a global leader in health. With a team approach to care, we encourage learning and growth at all levels, and we offer competitive salaries and benefits. We adhere to the principles of a just and fair work environment for all colleagues, where respect is foundational and performance is rewarded.

About the Job

Provides confidential administrative support to the attorneys and directors in the Legal Department, requiring knowledge of legal processes and the ability to meet priority deadlines, and ensures responsive, client-focused results consistent with the mission and philosophy of Lahey Health System, Inc.

Essential Duties & Responsibilities including but not limited to:

  • Provide administrative support to the Department's attorneys and directors consistent with the best practices for a busy law practice/legal office, including the ability to draft and handle confidential documents and materials, understand deadlines, communicate with clients and external stakeholders, and provide all the administrative support a busy law office needs.

  • Anticipate the needs of the attorneys and directors by preparing or compiling materials, reports, and files for meetings, telephone calls and conferences ensuring that the attorneys and directors are adequately prepared.

  • Create and edit PowerPoint presentations as needed by attorneys and directors.

  • Maintain department databases, including but not limited to access, casetrack and meditract, with timely updates to ensure accurate and real time data for reporting.

  • Draft and edit correspondence and other legal documents, including transcription, using Word and track changes.

  • Manage all travel arrangements for attorneys and directors, for training, conferences and business trips, including air travel, accommodations, and reservations. Prepare and maintain list of related travel and other expenses to ensure proper reimbursement for attorneys and directors.

  • Open and review all internal and external mail, maintaining confidentiality, to ensure proper prioritization; proactively route to appropriate individual and/or highlight matters that require immediate attention.

  • Organize, integrate and maintain department hard and electronic files in a confidential manner and consistent with best practice for legal offices in order to facilitate expeditious retrieval of materials.

  • Ability to multitask, support multiple attorneys and directors with varying needs, and meet critical deadlines with limited supervision.

  • Prepare, download, copy and/or run reports from department databases and distribute them as appropriate and/or requested by supervisor or department leadership.

  • Heavy calendar management for multiple attorneys and directors including but not limited to planning and scheduling complex meetings with internal and external clients, room scheduling, preparation of meeting notices and agendas, preparation of meeting materials, anticipating equipment and catering requests.

  • Perform all other administrative functions as needed by the Legal Services Department including payroll preparation.

  • Greet visitors and clients in a courteous and professional manner, either in person or on the telephone, answering or directing inquiries to the appropriate individuals in the department or the organization

  • Utilize interpersonal communication skills with all levels of personnel both within and outside of Lahey Health.

  • Incorporate Lahey Health's Guiding Principles and Mission Statement into daily activities.

  • Comply with all Lahey Health System policies.

  • Comply with behavioral expectations of the department and Lahey Health System.

  • Maintain courteous and effective interactions with colleagues and patients.

  • Demonstrate an understanding of job description, performance expectations, and competency assessment.

  • Demonstrate a commitment toward meeting and exceeding the needs of our clients and consistently adhere to Legal Department confidentiality and client service standards.

  • Participate in departmental and/or interdepartmental quality improvement activities.

  • Participate in and successfully complete annual mandatory education.

Education:

  • An associate's degree or equivalent education and experience.

Experience:

  • Minimum three years in an administrative support role, preferably in a legal practice setting.

  • Experience managing highly confidential and sensitive information in a professional and discreet manner.

  • General knowledge of legal processes and the health care field including agencies and organizations.

Skills, Knowledge & Abilities

  • Advanced proficiency in all Microsoft Office programs (Word, Excel, Outlook and Power Point).

  • Familiarity with the functioning of a legal practice.

  • Skill in organizing resources and establishing priorities.

  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.

  • Ability to foster a cooperative work environment.

  • Records maintenance skills.

  • Ability to plan, develops, and coordinate multiple projects.

  • Organizing and coordinating skills.

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

  • Skills in the use of database management, word processing, spreadsheet, and/or presentation software.

  • Ability to gather data, compiles information, and prepare reports.

  • Ability to use independent judgment and to manage and impart confidential information.

About Us

The Lahey Model of Careright care, right time, right placeis exactly what patients, providers and payers need and deserve. Identifying and delivering on this convergence of interests has positioned Lahey Health for further growth. Our model ensures care is highly coordinated and locally delivered, with lower costs and exceptional quality.

Lahey Health is a robust, regional system including a teaching hospital, community hospitals, primary care providers, specialists, behavioral and home health services, skilled nursing and rehabilitation facilities, and senior care resources throughout northeastern Massachusetts and southern New Hampshire. The system has a global presence with programs in Canada, Jordan and Bermuda.

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans.


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Legal Administrative Assistant

Winchester Hospital