Danvers, MA
Date Posted: January 11, 2017
Employment Type: Direct Hire
Job Id: 7382

Job Description

Executive Administrator – Paralegal

Principal Duties and Responsibilities

  • Support VP/General Counsel and all Legal Department members
  • Interface with Marketing, Finance and IT on a daily basis
  • Maintain corporate minute books
  • Maintain department org chart
  • Draft meeting minutes
  • Prepare, distribute and track stock award agreements
  • Provide assistance with the annual Proxy Statement, including circulation of D&O questionnaires
  • Assist in the preparation of non-disclosure agreements and service agreements
  • Assist with maintaining internal records for patent and trademark portfolio, monitor relevant deadlines, obtain signatures for legal forms
  • Manage patent award distributions
  • File tangible/electronic agreements, correspondence and other documentation
  • Manage DocuWare Management System
  • General research
  • Work on ad hoc projects as requested by Department members
  • Update litigation files
  • Grants Coordinator
    • Initiate and schedule Grants Committee meetings
    • Organize and update grant trackers
    • Prepare grant applications for review
    • Prepare Grant Committee minutes
    • Circulate approved grants for funding
    • Advise applicants of grant status
  • General administrative duties:
    • Arrange national/international travel
    • Generate and submit expense report
    • Schedule meetings
    • Co-ordinate onsite business luncheon meetings
    • Assemble data for Legal Department budget
    • Order and track office supplies
    • Make photocopies/organize docs into binders
    • Scan docs for filing/distribution


  1. BA
  2. Must have a minimum of five years of prior administrative/paralegal experience.
  3. Able to work independently and handle a wide variety of matters. Possess conflict resolution and troubleshooting skills.
  4. Proficiency in Microsoft Office (Word, PowerPoint, Excel, and Outlook).
  5. Excellent verbal/written communication, organizational, prioritization, time-management skills and attention to detail.
  6. Must have strong initiative, self-motivation and high standards.
  7. Demonstrate a professional, positive, and approachable demeanor in working and effectively communicating with a diverse group of people.
  8. Exercise discretion, judgement, tact and poise in handling highly sensitive and confidential information.

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