Administrative Assistant, Student Success Services – Legal

This is a fully remote position, open to applicants in California.

📋 Description

• Delivers administrative and operational assistance across various teams in a shared services environment.

• Facilitates invoicing and payment processing, which includes submitting invoices to Accounts Payable and monitoring their status as necessary.

• Aids in contract processing by routing documents for review and obtaining signatures; does not draft contracts or conduct legal reviews.

• Offers calendar management and scheduling support for AVPs and team leaders, including organizing meetings and managing logistics.

• Coordinates onsite events and meetings, handling room bookings, food orders, and overall event logistics.

• Oversees travel arrangements and conference registrations, including bookings, registrations, and associated documentation.

• Assists with purchasing activities, including Amazon orders and general supply requests, as well as preparing expense reports in accordance with university guidelines.

• Helps in managing corporate food delivery accounts (e.g., Grubhub) for team meetings and events.

• Acts as backup administrative support for other teams when needed to maintain operational continuity.

• Responds to routine inquiries and provides general administrative support to staff and stakeholders.

• Keeps organized records, files, and documentation related to assigned administrative duties.

• Assists in the preparation, formatting, proofreading, and editing of legal documents, including assembly, collation, pagination, and distribution both electronically and in hard copy.

• Maintains and retrieves electronic and physical files, including mail and other documents, and assists with document routing, signature coordination, mail transmissions, and special preparation and handling.

• Prepares materials and supports the coordination of various team meetings.

• Carries out additional administrative tasks as assigned.

⛳️ Requirements

• Bachelor's degree in any field is preferred.

• Three (3) years of relevant experience in an administrative support position.

• Experience supporting a department within a university environment is preferred; legal setting experience is a plus.

• Proven ability to work effectively as a collaborative team member.

• Strong organizational capabilities with attention to detail, accuracy, follow-through, and the ability to juggle multiple priorities.

• Ability to foster positive working relationships and communicate effectively with a diverse group of internal stakeholders.

• Familiarity with office administration practices, systems, policies, and procedures, including purchasing, supplies, and basic inventory processes.

• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint); experience with enterprise systems is preferred.

• Demonstrated professional judgment, accountability, and dependability in completing assigned tasks.

• Ability to manage sensitive, confidential, and legally privileged information with discretion and professionalism.

🏝️ Benefits

• Comprehensive well-being benefits for you and your family.