Summary: The Legal Secretary II provides confidential administrative support to University’s legal staff, Assistant Secretary of the Board of Trustees/Counsel, and to Coordinator of Board Support. This position provides secretarial support in specific legal areas and for board work.
Manages day-to-day administrative functions for the University’s legal staff, specifically the Assistant Secretary of the Board of Trustees/Counsel, and Coordinator of Board Support.
Oversees and administers day-to-day activities, ensuring productive and efficient office operations, and serves as first point of contact and liaison with internal and external constituencies on a wide range of issues.
Greets visitors to the office and answers, screens, and directs incoming telephone calls.
Schedules and coordinates appointments, meetings, and other events.
Monitors, distributes, and appropriately manages incoming and outgoing mail, email, faxes, and all documents. Shreds confidential documents; delivers mailings (including bulk mailings) to off-campus express-mail or other mail delivery sites.
Monitors and maintains equipment (i.e. printers, fax, copier, computers, and multi-line phones). Contacts service personnel, when needed.
Coordinates the ordering and stocking of office supplies (i.e. paper, letterhead, envelopes, receipts, and files) and sundry items.
Provides shared departmental reception coverage and backup support for other secretarial staff, as required. Provides primary backup support for Coordinator of Board Support and Assistant to Senior Vice President and General Counsel.
Makes travel arrangements as requested.
Performs all aspects of general legal secretarial work, including routine drafting of memoranda, letters, and other communications under attorney or paralegal supervision.
Arranges for storage, pick up, and retrieval of files and maintains up-to-date list of files in storage.
Processes departmental bills, outside counsel invoices, and reimbursement requests for payment.
Tracks Continuing Legal Education requirements and professional organization memberships as assigned.
Performs basic legal and internet research as requested.
Assists Coordinator of Board Support with all aspects of governing board work for the University, its related entities, corporations/limited liability companies.
Prepares memoranda, letters, and other communications with respect to Board work.
Assists with attendee registration and meeting/program activities of the Board at meeting site(s).
Assists with preparation and assembly of electronic and printed materials for Board and committee meetings, including Trustees’ and Directors’ meeting books and directories.
Inputs information into, updates and maintains database of information regarding Trustees, Directors, Administrators and other board-related personnel.
Assists with set up and maintenance of merge templates for Trustees’ and Directors’ meeting books, directories, and other documents as needed.
Assists with the distribution of announcements, emails, and mailings to boards’ members and administrators as needed (including communications during non-business hours).
Assists with organization and maintenance of electronic and printed corporate minute books and corporate documents of more than two dozen corporations/limited liability companies.
Required Education, Knowledge, Skills, Abilities:
Two years of college coursework plus a minimum of five years of related office experience.
Mastery of general office procedures and techniques.
Highly proficient in Microsoft Word, Outlook, Excel, and PowerPoint; Google Suite, Adobe Acrobat, Windows, the Internet, and other relevant software; ability to adjust to new and changing computer systems and to operate standard office equipment. Ability to update skills on a continual basis.
Excellent typing (min. 60 wpm) and data entry skills with accuracy and attention to detail.
Ability to understand and maintain confidentiality of information.
Excellent verbal and written communication (superior grammar, composition, editing, and proofreading) skills; strong interpersonal skills; professional demeanor; exceptional attention to detail.
High degree of self-motivation and ability to thrive in a complex and dynamic environment. Ability to anticipate office needs, plan ahead, and proactively meet needs in a timely manner.
Strong organizational skills; demonstrated ability to organize and track workflow, prioritize, coordinate, and manage multiple activities, schedules, and projects (both own and supervisors’), and follow up on projects and tasks through successful completion.
Ability to work (infrequently) evenings and weekends as needed; expected to periodically monitor contact from supervisors during non-working hours. Work requires contact with University staff, faculty, governing board members, and others. Ability to interact effectively with a variety of professionals, both internally and externally.
Ability to work independently and with minimal instruction, and to exercise appropriate judgment and discretion.
Ability to meet the requirements of the University’s automobile insurance.
Experience in a legal office or knowledge of legal terminology; paralegal training a plus.
Notary Public (or willing to become certified as a Notary Public under state law).
Knowledge of Time Matters and Diligent Boards software.
Responsible for own work.
Note: This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.
In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.
Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.
Offering the personal attention of a small liberal arts college, coupled with the breadth and global relevancy of a leading research institution, Wake Forest claims the distinction of being the nation's premier collegiate university. Wake Forest is consistently ranked among the top 30 universities in the nation. Our mission is to educate the whole person, graduating students who seek purpose-filled lives while building a community dedicated to serving humanity in the spirit of our motto, Pro Humanitate.