Administrative Assistant (Legal)

Job Description
is hiring for an Administrative Assistant to contribute to our Legal team in LaVergne, TN just outside Nashville.
This person is an integral part of the Legal team, working closely with and providing assistance and administrative support to the legal department as requested. The Administrative Assistant assists with a wide range of confidential and sensitive matters, including gathering of necessary information for the preparation, distribution, and execution of contracts, amendments, and other legal documents. They field calls and other communications, and maintain electronic and hard-copy Legal files for Ingram Content Group companies (ICG). The Administrative Assistant serves as a superuser of, and helps to operate and maintain ICG’s contract management system and other systems used within the Legal Department. Finally, the Administrative Assistant provides various administrative support to the Legal Department including, but not limited to, copying, scanning, scheduling, expense reports, and travel arrangements.
Do you have a passion for helping content reach its destination?
At Ingram Content Group, we offer more than just traditional wholesale services. We offer fully integrated and relevant solutions for authors, publishers, and book sellers. Comprised of book printing, digital and physical book distribution, publishing sales and marketing services, Ingram’s business helps publishers discover more ways to sell content in markets across the globe. Based in the Nashville area, New York, Berkeley and other domestic and international locations, our teams are collaborative, innovative, dynamic, and passionate about the business.
The world is reading, and it is our goal to connect as many people to the content they want in the simplest ways. If you share that passion, enjoy working in a fast-paced environment and want to contribute to a strategic part of the business that is evolving and expanding, we can’t wait to meet you!
Required Qualifications:
Associate degree or relevant training OR two years’ relevant experience
Key Responsibilities:
Operates as initial intake for questions and requests for Legal services, to include searching files for similar requests, evaluating completeness of request, and following up if request is not complete, obtaining information regarding requests and forwarding completed requests to attorneys.
Provide various administrative support to the Legal Department including, but not limited to, copying, scanning, scheduling, expense reports, and travel arrangements.
Provides assistance by reading, summarizing, and routing correspondence;
drafting letters and documents;
collecting and reviewing information;
and initiating communications, all at the request and under the guidance of attorneys and Legal Services Specialists.
Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing orders for supplies within company guidelines, including obtaining proper consent, and verifying and stocking receipt of supplies.
Monitors department email account(s) as requested and assists with responses.
Ensures smooth internal and external communication flow;
by meeting milestones &
key deliverables on or prior to deadlines, tracking all documents from inception to completion or approval, ensuring sensitive information is handled confidentially, and maintaining necessary reporting requirements and deadlines.
Works with a variety of people/personalities in a high-profile environment using diplomacy.
Resolves issues and troubleshoot a variety of situations.
Monitors Legal Inbox and notices of copyright/trademark infringement and assists with resolving issues.
Maintains office files, including input into and maintenance of documents in physical and electronic form.
Assists in preparing and executing contracts, amendments and other documents.
Maintains knowledge of Ingram Content Group commercial businesses and services.