Job No. 156829
- Job Title:
- Legal Assistant
- Employer:
-
Vanderbilt University
- Location:
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Nashville , TN
- Posting Date:
- 23-Oct-2025
- Description:
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The Legal Assistant provides proactive legal and administrative support to in-house attorneys handling a variety of corporate and trademark matters. In this capacity they may schedule meetings, conference calls, and depositions; coordinate witnesses; handle subpoenas, pleadings and other court documents as directed. The Legal Assistant will answer phones and may screen and announce telephone calls directed to attorneys. May gather university documents from various departments, as they pertain to matters being handled in the OGC. Provides broad-based administrative support for the attorneys and has specific roles and responsibilities as designated per their role in the OGC.
The Legal Assistant position requires a high level of trust in dealing with confidential materials and information; interfacing with all levels of staff, faculty and students, as well as external law firms. The Legal Assistant must be able to work independently, take initiative on prioritizing work to meet the needs of the attorneys and staff; technologically savvy; effectively and efficiently be proficient in the Microsoft Office suite of tools provided by Vanderbilt University Office of the General Counsel.
About the Work Unit:
The Office of the General Counsel provides legal advice and services to all Vanderbilt University departments. The OGC commits to agile service delivery aligned with the university's mission, priorities, and needs. All legal proceedings and matters are managed by the Office of the General Counsel on behalf of the university.
Key Functions and Expected Performance
Calendar Management
Schedule meetings and conference calls as directed by attorneys.
Send calendar invites, reserve meeting locations and set-up Zoom or Team calls.
Meeting Management
Coordinate logistical arrangements for meetings, including space reservations, catering (if required), audio/visual needs, and equipment set-up. This includes learning all technologies available for use in the OGC office.
Travel and Expense Management
Responsible for securing approval for attorney travel, including preparing travel budget.
Responsible for registering attorneys for conferences and seminars, including coordinating airline and hotel reservations, ground transportation and meeting arrangements.
Responsible for preparing expense reports and ensuring that the attorneys are aware of the expense policies and that they are followed.
Information/File Management
Maintain electronic files for attorneys and adhere to the Vanderbilt University/OGC Records Retention schedule as to when to file information in working files, when to close a file, what to scan and retain in the document management technology.
Maintain and file emails/documents into file management system.
Maintain and update matters and matter details in SimpleLegal and NetDocuments; facilitate the engagement letter process with the attorney and outside counsel, ensuring that every matter has an accurate engagement letter.
Administrative Support
Handle confidential information with integrity and interface professionally and discreetly with staff, faculty, and students, as well as outside law firms and other personnel regarding issues relating to OGC matters and the university.
Maintain an understanding of the applicability of university policies and procedures as a departmental resource.
Copy and/or scan and upload documents to the approved document management system.
Possess knowledge of how to “Bates” stamp exhibits.
Possess knowledge of the legal system, local court rules, and the electronic federal and state court filing systems.
Assist in preparation for certain legal proceedings.
Draft legal correspondence.
Maintain an understanding of current technologies implemented in the OGC as well as university technologies, always striving to learn new skills and promote the capabilities of the technology.
Assist in coordinating social activities and special events in the department.
Develop relationships with Vanderbilt staff to deliver well-organized outcomes; make meaningful contributions to and represent the Vice Chancellor and General Counsel and the OGC appropriately.
Attend staff meetings and detail any action items to the appropriate resources post-meeting.
Facilitate and encourage process improvements for the department.
Conduct research as requested and compile data.
Provide Notary services to the OGC office, university, employees and students.
Create and edit PowerPoint presentations.
Supervisory Relationships:
This position does not have supervisory responsibility. This position reports administratively and functionally to the Senior Operations Manager.
Education and Certifications:
A high school diploma is necessary.
A bachelor’s degree from an accredited institution of higher education is preferred.
A paralegal certification is a plus.
- Contact information:
- Vanderbilt University
- Nashville, TN 37240
- United States
- Employer's Website:
-
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