The Administrative Paralegal is responsible for providing administrative support to executive leadership ensuring that the executive's office runs smoothly and efficiently, managing schedules, communications, and various executive-level projects, assists, as needed, with drafting and reviewing contracts and legal correspondence and maintenance of contract files, as well assisting with other matters as required. This role performs analysis in a business context and provides support and recommendations based on such analysis to support the Legal Team and minimize legal risk to the Inmar companies (“Company”), while still allowing the Company to conduct business effectively and serve its clients.
The Administrative Paralegal must possess excellent analytical and drafting skills, as well as the ability to communicate effectively both internally and externally.
Primary Accountabilities:
Executive Support (60%):
- Draft, edit, and proofread emails, reports, presentations, and other documents on behalf of the executive.
- Organize and prepare materials for meetings, including agendas, presentations, and minutes.
- Conduct research and compile data to support decision-making and project planning.
- Manage the executive’s calendar, schedule meetings, and coordinate appointments.
- Prepare and organize travel arrangements, including flights, accommodations, and itineraries.
- Handle confidential and sensitive information with discretion.
- Track and process expenses, invoices, and reimbursements for the executive.
Operational (10%)
- As needed draft, edit, and review legal provisions for low risk contracts between Inmar and external customers and vendors and also standardizing contracts into legal templates where appropriate (and update/revise such templates as necessary)
- Seek and document internal approvals and/or signatures
- Assist with the planning and execution of special events and projects and initiatives led by the executive.
- Track project timelines, deliverables, and outcomes, ensuring deadlines are met.
Administrative (20%)
- Support acquisition work including integration
- Administrative duties including filing and mailing and other tasks as assigned by the executive.
Influence (10%)
- Maintain a detailed understanding of the business operations to ensure that the needs of the business are met and maintain knowledge of legal issues that affect legal contracts
- Assist in communicating Inmar policies and procedures
Required Qualifications:
- Bachelor’s Degree in Business, Political Science or a related field, Paralegal certificate preferred
- 3-5 years of related work experience, preferably in a corporate law department; or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities needed to complete the major responsibilities/essential functions of the position
- Proficient in Microsoft Office and Google Suite
Individual Competencies:
- Analytical and Critical Thinking: Ability to tackle a problem by using a logical, systematic, sequential approach.
- Communication: Giving and receiving messages and information in written, oral, and visual formats in a clear and concise way for a complete understanding of meaning and intent.
- Problem Solving: Gathers and analyzes information to generate and evaluate potential solutions to problems, issues and challenges while weighing the accuracy and relevance of the facts, data and information.
- Collaboration: Works collaboratively with others to achieve group goals and objectives.
- Urgency: Transfers mission to action by acting clearly and decisively to analyze and implement solutions regardless of pressure or uncertainty and maintains a sense of urgency to complete tasks, accomplish goals, and act in ambiguous and complex situations.
The physical demands described here are representative of those that must be met by an associate to successfully perform the major job responsibilities (essential functions) of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the major job responsibilities. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. Duties responsibilities and activities may change, or new ones may be assigned at any time with or without notice.
While performing the duties of this job, the associate is:
- Regularly required to use hands to finger, handle or feel objects, tools or controls, and reach with hands or arms.
- Regularly required to talk or hear and read instructions on a computer monitor and/or printed on paper.
- Occasionally required to stand, kneel or stoop, and lift and/or move up to ## pounds.
- Regularly required to view items at an extremely close range and must be able to adjust and readjust focus.
- Occasionally required to remain in a stationary position.
Occasionally: Job requires this activity up to 33% of the time
Frequently: Job requires this activity between 33% - 66% of the time
Regularly: Job requires this activity more than 66% of the time
As an Inmar Associate, you:
- Put clients first and consistently display a positive attitude and behaviors that demonstrate an awareness and willingness to listen and respond to clients in order to meet their short-term and long-term needs, requirements and exceed their expectations.
- Treat clients and teammates with courtesy, consideration and tact; you also can perceive the needs of internal and external clients and communicate effectively with the objective of delighting and retaining the client.
- Build collaborative relationships and work cooperatively with others, inside and outside the organization, to accomplish objectives, develop and maintain mutually beneficial partnerships, leverage information and achieve results.
- Set and attain achievable, yet aggressive, goals with a sense of urgency and accountability.
- Understand that results are important and focus on turning mission into action to achieve results following the principles of agile, dynamic execution while consistently complying with quality, service and productivity standards to meet deadlines and exceed expectations by giving our clients the best possible outcome.
- Support a safe work environment by following safety rules and regulations and reporting all safety hazards.
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We are an Equal Opportunity Employer, including disability/vets.
