Legal Practice Administrator

Welcome to Aventiv! Please watch this brief video to find out if this is the place you want to be!

https://vimeo.com/391578629/5ba31cc5e9

Job Purpose:

The Legal Practice Administrator is responsible for providing a wide range of support to members of Aventiv's legal team to include the coordination and management of witnesses, cases, discovery, outside counsel, administrative practices, Insurance, policies and procedures, projects and reporting.

Responsibilities

Essential Duties:

• Provide a broad range of legal support services to the legal team, including:

• Witness coordination

• Coordinate and schedule the appearance of company witnesses in response to routine subpoenas, and engage with subpoenaing parties, internal stakeholders, and members of the legal team in connection with the same.

• Case management

• Responsible for creating, organizing, and maintaining files in the legal team's document management system, as well as managing matter-specific case calendars, including the tracking and reporting on upcoming deadlines and deliverables. Communicate with outside counsel on a variety of issues. Establish and maintain policies and procedures for proactive reporting from outside counsel on matter progress, budget, etc.

• Discovery management

• Responsible for collecting information responsive to discovery requests, and for coordinating calls between outside counsel and internal stakeholders in connection with the same

• Outside counsel management

• Responsible for onboarding new counsel, tracking monthly billing accruals, and addressing billing questions and issues.

• Project management

• Provide legal project management support to the legal team, including through developing and maintaining project-specific execution plans, tracking and reporting on progress towards outcomes, engaging with legal and business stakeholders, and preparing periodic reporting to members of the legal team.

• Insurance management

• Prepare claims notices, track carrier responses, and respond to carrier inquiries.

• Policies and Procedures

• Maintain and expand upon the legal team's library of policies and procedures.

• Administrative practice support

• Schedule and manage meetings, appointments, and travel for key members of the legal team. Draft, edit, and proofread legal documents, correspondence, presentations, memos, and reports. Work with legal team members to complete, track, and update department budgets, and prepare periodic reporting on budgets. Receive, route, and distribute inbound legal mail.

• Notary

• Act as an in-person and remote notary for members of the legal team.

• Perform other related duties as assigned.

Knowledge, Skills, & Abilities:

• Excellent communication and interpersonal skills with the ability to collaborate effectively with internal and external stakeholders.

• Strong understanding of corporate governance principles and compliance requirements.

• Advanced proficiency in Microsoft Applications (Outlook, Word, Excel, PowerPoint)

• Exceptional attention to detail and commitment to accuracy with the ability to manage multiple projects and deadlines effectively.

• Excellent organizational and time-management skills, with attention to detail and follow‐through in a fast-paced work environment.

• Experience with document management software.

• Commitment to integrity and the ability to uphold a strict level of confidentiality.

Qualifications

Minimum Qualifications:

• High school diploma or GED.

• 8+ years of experience in an in-house or law firm administrative support position.

• Substantive experience with Word, PowerPoint, and Excel.

• Ability to notarize and remotely notarize documents (or ability to gain the necessary certifications upon hiring).

Preferred Qualifications:

• Bachelor's Degree or professional equivalent.

• 10+ years of experience in an in-house or law firm administrative support position

• Direct experience supporting a senior/managing partner or general counsel.

• Experience managing projects and adhering to strict deadlines.

• Experience with iManage or similar legal document management systems.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to: stand, sit, talk, hear, and use hands and fingers to operate a computer, telephone, and a variety of office equipment.

• Occasionally may need to reach, stoop, or kneel.

Salary and Benefits:

At Aventiv, our salary and benefits are designed to fit you as a whole person. We offer a salary range based on experience and qualifications to ensure your unique contributions are met with our most competitive offer.

• $78,009.50 - $88,930.83

• Health Insurance

• 401(k)

• Disability

• Life Insurance

• Paid Time Off

• Voluntary Benefits

Aventiv Privacy Policy:

www.aventiv.com/privacy

Equal Employment Policy:

Aventiv is proud to be an equal opportunity employer. All decisions regarding recruiting, hiring, promotion, assignment, training, termination and other terms and conditions of employment will be made without regard to race, color, national origin, biological sex, sexual orientation, gender identity, gender expression, gender presentation, religion, age, pregnancy, disability, work-related injury, veteran status, genetic information, marital status, or any other factor that the law protects from employment discrimination. We do not discriminate based on genetic information in accordance with the Genetic Information Nondiscrimination Act.