• Account for all time, billable and nonbillable, before the close of business each day.
• Process client files within prescribed timelines, not exceeding one week following a “step change” in the firm’s case management software.
• Prepare the required documents to the Firm’s standards at least 3 business days before the deadline to allow time for proofreading and correction.
• Proofread required documents at least 2 business days before the deadline.
• Complete all assigned tasks or discuss them within 1 business day of being assigned.
• Scan, organize, and assign incoming original documents to the appropriate parties for review within 1 business day of receipt.
• Sort, stamp, and file incoming mail related to probate matters within 1 business day of arrival at the Firm.
• Prepare and mail outgoing correspondence from Probate Team members on the same day items are received.
• Make contact attempts daily and log status the same day when requesting missing information from clients or other parties to a matter.
• Send phone calls and emails within one day of the request by Probate Team members.

Skills: Time Management, Case File Processing, Document Preparation, Proofreading, Task Completion, Document Organization, Mail Handling, Client Communication

• Maintain the files and schedule for the Chief Legal Officer
• Gather and categorize information, and follow up with Home Office personnel
• Enroll the company in class action matters
• Follow up with store requests in a professional manner
• Maintain the case logs
• Work with outside counsel under the supervision of the Legal Supervisor
• Handle tasks as may be assigned by attorneys and department members

Skills: File Management, Calendar Management, Information Gathering, Follow-up Coordination, Class Action Enrollment, Case Log Maintenance, Collaboration with Outside Counsel, Task Execution

• Outbound and inbound calls to existing clients
• Chasing outstanding legal documents
• Responding to new enquiries promptly
• Acting in a professional and welcoming manner, ensuring the caller feels comfortable
• Setting up new cases on the system and inputting relevant and accurate details
• Going through the legal requirements and allocating the enquiry to the correct team
• Providing an excellent, detailed, focused review of the client to the relevant team

Skills: Client Communication, Document Follow-up, Inquiry Response, Professionalism, Case Setup, Data Entry, Legal Requirement Assessment, Client Review and Reporting

• Provide legal and administrative support in a mixed practice mainly focused on corporate commercial law
• Input and maintain relevant information into the PC law
• Prepare ad hoc reports
• Liaise with clients and other law firms
• Provide support for corporate, wills, and estate matters
• Prepare, edit, and file correspondence and legal documents from instructions
• Assist with dockets and billing
• Adhere to all the company’s policies, guidelines, and statutory/legislative requirements
• Attend and participate in team and supervision meetings

Skills: Legal Support, Administrative Support, Data Management, Report Preparation, Client Liaison, Document Preparation, Billing Assistance, Policy Compliance

• Proactively assist lawyers in delivering a high standard of legal services to clients.
• Operate effectively within Legal Operations. 
• Work collaboratively with others in Legal Operations to maximise quality and efficiency.
• General administration, including word processing, document creation, filing, scanning, printing, organising postage and couriers.
• Matter-related processing, including opening and closing matters, client billing, searches, producing cost disclosure letters, retainers, trust statements, and lodging documents.
• Practice support, including assisting in proposals, submissions and team-based projects, organising travel and accommodation.
• Client service, including answering phone calls, managing events, managing client portals, reporting, CRM administration and new client onboarding.
• Ensure administrative procedures comply with relevant requirements.
• Provide specialised assistance to multiple practice areas.
• Assist in sharing knowledge of specialised processes with other team members through training and documentation.
• Assist with the continual improvement of firm processes.

Skills: Legal Assistance, Legal Operations, Team Collaboration, Administrative Support, Matter Management, Practice Support, Client Service, Process Improvement

• Provide support to the legal team by responding to internal and external inquiries, including those relating to vendor contracting and vetting
• Support the administration of a new contract management software system, including assisting with the transfer of contracts, training of internal clients to navigate the system, and helping with data input and management.
• Intake and triage of transaction-related requests for assistance from the legal team.
• Uploading legal documents into document management systems, including the capture of key information and data points.
• Assist with review, drafting, and/or negotiation of contracts
• Provide status updates to internal clients and reviewing attorneys
• Lead or assist the legal team's efforts in the preparation, implementation, and refinement of forms, processes, and procedures
• Assist with the development of internal resources and training materials for the legal team
• Perform other miscellaneous assignments or duties, such as conducting legal research, assisting with administrative tasks, special projects, and general housekeeping

Skills: Inquiry Handling, Contract Management, Request Triage, Document Uploading, Contract Drafting, Status Updates, Process Improvement, Training Support

• Administer communications and assist in decision making as it pertains to the publicly traded entity filings (proxy preparation, vote tracking, transfer agent oversight, etc.) in aid of the General Counsel and the Controller.
• Assist Counsel with the preparation of the annual Proxy Statement for shareholders with the information required by the Securities and Exchange Commission for the annual shareholders' meeting.
• Support the legal team administratively, including preparing documents, correspondence, scheduling, etc.
• Review all subpoenas for basic compliance, work with the Records Custodian, and send responses.
• Respond to all departments and assist in the review of POAs, trusts, and any other legal documents or issues.
• At the direction of Civista's General Counsel, and in support of Legal Counsel and vendor management, work directly with various Lines of Business to analyze the progress of vendor management.
• Perform Legal research and conduct fact gathering.
• Draft Legal documents of limited complexity under Counsel's supervision.
• Maintain and update files and draft correspondence.
• Perform a variety of law-related tasks under the direction of Civista's General Counsel and Legal Counsel.
• Proactive surveillance of Regulatory changes to the environment

Skills: SEC Filings Support, Proxy Preparation, Administrative Assistance, Subpoena Review, Legal Document Review, Vendor Management, Legal Research, Regulatory Monitoring

• Assist with the development, implementation, and maintenance of the Records Retention Schedule in collaboration with the Information Governance Manager, external vendors, and relevant stakeholders
• Define the types, classifications, and retention periods for records in each business line in collaboration with relevant stakeholders and external vendors
• Participate in the design, integration, maintenance, and audit of records management business processes and workflows in support of the Records Retention Schedule
• Assist in the training and education of internal users on the records management systems and processes
• Establish and build relationships with new and existing stakeholders in support of the Records Retention Schedule and the development of the Information Governance champions' internal network
• Develop the framework and operational model for the internal Information Governance Champions network in collaboration with the Information Governance team and relevant stakeholders

Skills: Records Management, Schedule Development, Process Integration, Workflow Maintenance, User Training, Stakeholder Relations, Framework Development, Information Governance

• Coordinate the workflow of the Legal Affairs team by identifying relevant attorneys, managing/clearing any blocking issues, and monitoring key dates
• Responsible for the Legal Affairs email inbox - log, distribute, track, and respond to incoming emails
• Create, update, and maintain the team database and track project completion, including following up on dormant assignments
• Draft, proofread, format, and edit internal and external correspondence and legal documents.
• Manage the electronic signature process and timeline
• Collect fully signed versions of documents and all drafts, and distribute to relevant stakeholders
• Act as out-of-office point of contact for attorneys and re-route email and/or voicemail messages
• Act as a point of contact for answering basic questions on the legal process and workflow
• Record and monitor deadlines and third-party vendor requirements, such as lease deadlines/renewals, third-party contract renewals
• Create and manage team calendar with important filing deadlines (trademarks, EEO compliance filings)
• Organize and maintain Legal Affairs Team calendars
• Track and support team members with processing and tracking memberships, dues, and subscriptions
• Prepare expense reports and submit invoices.
• Collect and retrieve information from files as requested by internal stakeholders or external needs
• Plan and schedule meetings and travel arrangements for the team, and attend and take notes at team meetings
• Prepare and format PowerPoint presentations and data analytics graphs
• Develop, organize, and maintain paper and electronic filing systems

Skills: Workflow Coordination, Email Management, Database Maintenance, Document Drafting, E-signature Management, Deadline Tracking, Calendar Management, Meeting Planning

• Assist with administrative and litigation/legal support for attorneys, including pleadings, contracts, corporate filings, and corporate documents.
• Assist and initiate the composition of various documents, including the preparation of letters, memos, reports, and business correspondence.
• Research, collect, and analyze data accurately and thoroughly from reports, files, and databases using online legal and business resources.
• Track, process, and assist with the payment of vendor invoices using appropriate University processes.
• Track, process, and arrange for payment of attorneys' dues, subscriptions, and conference registrations.
• Assist with the tracking and reconciliation of expenses and payments, including expense reports and budget reconciliation.
• Process E-checks, purchase orders, and related documents for supplies and resource materials.
• Assist with scheduling attorney travel and processing of approval, payment, and submit reimbursement reports (via Concur) for department-approved travel and conference expense reimbursement.
• Organize and maintain electronic and hardcopy files.
• Answer telephone calls and email inquiries, and forward inquiries to the appropriate department member.
• Coordinate and schedule appointments.
• Sort and distribute department mail.
• Maintain office supplies, including processing orders online.
• Act as liaison between attorneys and key stakeholders at the University and externally, escalating issues.
• Coordinate and assist with additional projects and events.

Skills: Legal Support, Document Preparation, Data Research, Invoice Processing, Expense Tracking, Travel Coordination, File Management, Stakeholder Liaison

• Experience as a paralegal or legal secretary.
• Ability to type with a speed of 50 wpm or higher
• Proficiency with Microsoft Office programs
• Superior written and oral communication skills
• Positive energy with strong problem-solving abilities
• Ability to prioritize in a fast-paced, changing environment

Qualifications: BA in Criminal Justice with 3 years of Experience

• Knowledge of putting together hearings, depositions, and mediation documents.
• Knowledge of First Party Insurance Defense 
• Knowledge of preparing Discovery and Responsive Discovery
• Must have Legal and Litigation experience, knowledge of State and Federal Court procedures, along with Electronic filing of pleadings and scheduled hearings.
• Able to perform substantive research.
• Must be proficient in Word, Adobe Acrobat, and Outlook.
• Excellent time management, organizational abilities, attention to detail, and strong proofreading skills

Qualifications: BA in Pre-Law with 6 years of Experience

• Experience as a paralegal/legal assistant in a law firm setting
• Experience drafting correspondence, demand packages, and pleadings
• Proficiency with Microsoft Word and Outlook
• Excellent organization skills, with attention to detail
• Legal research and investigation skills
• Ability to follow directions and procedures
• Strong written and oral communication skills
• Ability to prioritize workload and assignments

Qualifications: BA in Paralegal Studies with 2 years of Experience

• Experience drafting legal documents
• Intermediate to advanced skills in MS Word and Excel
• Excellent organizational and time management skills
• Proficient proofreading skills
• Excellent communication and interpersonal skills
• Ability to manage multiple internal clients and be adaptable to the needs of each

Qualifications: BA in Public Administration with 1 year of Experience

• Experience working as a Paralegal or Legal Assistant
• Experience working as a Notary
• Experience working with Personal Injury law
• Familiarity with legal research
• An ability to prioritize and multitask
• Excellent written and verbal communication skills
• Deadline and detail-oriented
• Working knowledge of Westlaw and NexisLexis
• Be bilingual (Spanish/English)

Qualifications: BA in Legal Studies with 5 years of Experience

• Experience working as a Legal Assistant/Paralegal
• Excellent verbal and written communication skills
• Demonstrated customer service skills
• Strong organizational skills with a positive attitude
• Ability to multitask and meet deadlines in an environment with frequent interruptions
• Proficiency with office software, including Word and Outlook
• Ability to maintain the strictest confidentiality and confidence.

Qualifications: BA in Justice Studies with 2 years of Experience

• Corporate and/or litigation legal assistant experience.
• Hold a Paralegal Certification.
• Strong computer skills, with the ability to navigate through the Internet, MS Office, and email.
• Ability to perform analysis and legal research to identify and clarify issues.
• Exceptional organization and prioritization skills.
• Strong written and verbal communication skills.
• Must be personable and able to deal with all levels of management throughout the company.

Qualifications: BA in Political Science with 3 years of Experience

• Experience as a paralegal and/or legal assistant, ideally with California lemon law, consumer protection/products liability, and/or personal injury law.
• Proficiency in the California and Federal rules of civil procedure.
• Be detail-oriented and highly organized.
• Excellent verbal and written communication skills and a professional demeanor.
• Ability to work cohesively and constructively with all levels of firm personnel.
• Strong knowledge of Clio (or other case management system) and Microsoft Office.
• Ability to work independently, manage a large workload, and meet deadlines.
• Knowledge of court rules (and/or the ability to search if unknown) and the ability to file documents with any California court and properly serve such documents to opposing counsel.

Qualifications: BA in Law and Society with 4 years of Experience

• Experience in all facets of commercial real estate transactions, including leasing, property management, acquisitions, and due diligence.
• A working understanding of business entities, including the necessary steps to register and maintain good standing of the same.
• Excellent writing and proof reading/editing skills.
• Proactive approach with the ability to anticipate the needs of the department.
• A commitment to excellence.
• Ability to maintain punctual, regular, and predictable attendance.
• Ability to work collaboratively in a team environment with a spirit of cooperation.
• Excellent communication skills, including presentation, persuasion, and negotiation skills in working with coworkers, and the ability to communicate effectively and remain calm and courteous under pressure.

Qualifications: BA in Business Law with 6 years of Experience

• Paralegal experience with a focus on corporate transactional matters in a corporate or law firm environment
• Strong interpersonal and communication skills (verbal and written)
• Must be detail-oriented and be able to organize information logically and efficiently.
• Extensive skills and experience working with the Microsoft Office Suite (Word, PowerPoint, Excel, Outlook)
• Experience with contract management and subsidiary management databases
• Must be highly motivated self-starters with the ability to manage multiple tasks, be flexible in responding to changing priorities, exercise sound judgment, and work well as part of a team
• A certified notary
• Dedicated to completing projects and tasks accurately and on time.
• A demeanor conducive to good relations with multiple stakeholders
• Must be able to effectively collaborate with internal teams and external agencies to drive results

Qualifications: BA in Legal Studies with 7 years of Experience