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Company Contact Info

  • 10550 Deerwood Park Boulevard
    Jacksonville, FL 32256
  • Brooklyn Stabile
  • Phone: 904-855-1260

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Legal Assistant

TOTE Maritime • Jacksonville, FL

Posted 25 days ago

Job Snapshot

Relocation - No

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Job Description

Purpose of Job:

The Legal Assistant is a highly motivated, independent problem-solver that will become an integral team member to a dynamic Legal Department. The position directly supports the General Counsel.

Main Duties and Responsibilities:

Legal Services and Support

• Ensure proper administration of broad array of legal matters and efficient functioning of department.

• Manage litigation/claims support including tracking deadlines, coordinating between outside counsel and 

   internal clients, preparing draft responses, issuing litigation holds, investigating factual allegations, etc.

• Provide initial review and preparation of certain legal documents including Non-disclosure Agreements,

   independent contractor agreements and other form agreements, including the processing of certain legal

   documents for signature.

• Coordinate and assist with the review of legal documents by outside counsel.

• Assist with development and administration of a legal forms database.

• Coordinate due diligence on various transactions as needed.

• Assist on projects as assigned by the General Counsel.

• Take notes at in-house counsel and other meetings and prepare initial drafts of minutes.

• Assist with management of legal and compliance resources, including intranet portal site, online research

   subscriptions, and similar tools and technology.

• Assist with preparation of reports and administration of vendor invoices through Legal Tracker e-billing


• Assist with the management preparation and formatting of presentations, reports, and other documents.

• Assist with corporate records management and administration (e.g., maintain repository of current contracts

   and assist with tracking renewals and other contractual requirements).

Compliance Program

• Support administration of hotline, including coordinating with business units to resolve matters within 

   protocol  timeline and other requirements.

• Assist with tracking, evaluation, and administration of Ethics & Compliance program evaluation scorecard.

• Assist with development and administration of Compliance training program.

• Assist with development, maintenance, and administration of corporate policies (e.g., maintain repository of

  current policies and assist with researching and benchmarking policy best practices).

Risk Management

• Assist Risk Management with the preparation of insurance claims including obtaining responsive information

  from the business units communications and preparing other documentation.

• Coordinate with Risk Management and in-house counsel to assist with tracking and administration of the

   Enterprise Risk Management program’s risk assessments and associated mitigation measures.

• Coordinate with Risk Management and in-house counsel to assist with compiling and tracking uninsured legal

   and compliance risks.

• Assist in special projects (such as planning and coordination of risk manager best practice sharing meetings).

Administrative Support

• Manage General Counsel’s calendar, including internal and external contacts.

• Keep General Counsel on track with schedule, travel and daily meeting cadence.

• Operate as direct point of contact for General Counsel and legal department internally and externally.

• Provide travel planning management for General Counsel, including reconciliation of travel expenses and

   process expenses for approval/payment.

• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities/rooms, and meeting

   minutes for General Counsel.

• Prepare outgoing mail and correspondence for General Counsel.

• Assist with preparation of agendas, minutes, and related materials for legal and compliance meetings.

Job Requirements


• Bachelor’s degree preferred.

Experience and Skills

• 5+ years in a similar role desired.

• Experience working in legal, compliance, contract admin or related helpful, but not required.

• Excellent interpersonal, written, verbal communication skills required.

• A team player who is committed to the success of the organization.

• Previous experience working in a team oriented, collaborative work environment.

• Ability to work independently with minimal supervision on multiple tasks, prioritize, and provide a

   high-quality work product with excellent attention to detail under tight deadlines.

• Advanced proficiency in MS Office. Experience with Concur, Westlaw, SharePoint, Legal Tracker and

  contract management systems is a plus.

• Maintain the highest ethical standards and respect confidentiality of sensitive matters.

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