Administrative Assistant

Job description

The AOPC Legal Department is seeking a highly motivated, detail-oriented individual with excellent organizational skills to join our team as an Administrative Assistant. In this pivotal role, you will provide essential support to our attorneys, powering the team by performing key administrative tasks—including processing mail, coordinating meeting schedules, maintaining office supplies, and overseeing legal research tools. You will also track important legal documents across multiple program areas, deliver targeted support to the Leases and Transactions Unit, and assist other teams during high-demand periods. Working hours are Monday – Friday, 8:30 a.m. - 4:30 p.m., with a one-hour lunch break. One telework day per week is available after a training period. Job Duties Department Administrative Support Provide administrative support to the Chief Counsel, Deputy Chief Counsel, six staff attorneys, and legal interns. Manage calendars, schedule meetings, coordinate CLE reservations, and make travel arrangements. Draft, proofread, and prepare official correspondence, reports, and meeting materials. Maintain digital and physical filing systems, digitize records, and update department contact lists. Oversee daily office logistics, including equipment maintenance, procurement, and inventory management. Leases & Transactions Support Organize electronic legal files, extract key information, and maintain lease tracking databases and spreadsheets. Generate and distribute monthly lease status reports to key stakeholders. Proofread leases, procurement contracts, Memorandums of Understanding (MOUs), and interbranch agreements. Track, process, and coordinate the execution and distribution of final legal agreements. Manage communications and arrange conference calls for lease and transaction matters. Resource & Knowledge Management Administer Westlaw and LexisNexis user IDs and access credentials across the organization. Support the development and ongoing maintenance of the AOPC Legal SharePoint site. Assist with designing document templates, maintaining standard operating procedures, and organizing staff training. Special Projects & Cross-Functional Coverage Crosstrain in department functions, including processing sovereign citizen filings and assisting with statewide grand jury selection. Provide backup support to other areas during high-demand periods. Minimum Qualifications Bachelor’s degree or Any equivalent combination of experience performing administrative (non-clerical) staff work involving a variety of assignments. Additional Requirements Working knowledge of Microsoft Word, Outlook, SharePoint, and Adobe. Strong communication, organizational, and planning skills and the ability to multitask. A satisfactory criminal background check is required. Job Highlights Excellent benefits program, including comprehensive, low-cost medical, dental, vision, and prescription plans for employees and eligible family members beginning on the first day of employment. 13 paid holidays, 12 paid sick days, and 12+ paid vacation days per year. Salary increases, employee assistance programs, and retirement plans. 1 day of telework is available after a training period. Healthcare flexible spending account. 6 weeks paid parental leave for eligible employees. Free parking Salary information Starting Annual Salary Range: $43,442 - $51,626 Maximum Annual Salary: $67,994