Legal assistant legal department

SUMMARY:

Provides advanced administrative and operational support to the General Counsel and legal department. Schedules and coordinates appointments, provides information and answers questions to internal and external callers, which may be of a highly confidential nature, coordinates office procedures and operations. Works without direct supervision and maintains a working knowledge of the legal services by performing the following duties.

ESSENTIAL DUTIES & RESPONSIBILITIES:

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. The MCCA reserves the right to modify this job description at any time, with or without notice.

Administrative Support:

• Provides administrative and logistical support to the General Counsel and the Legal Department including but not limited to receiving and screening calls, arranging conference calls, receiving visitors, coordinating and scheduling meetings, preparing agendas and confidential correspondence, reserves and prepares conference rooms and handles other special projects as assigned.
• Provides administrative support to the General Counsel and Legal Department related to the MCCA’s Designer Selection Board including but not limited to meetings, scheduling vendor and contractor interviews, initiates posting to MCCA website and prepares invoices for MCCA Designer Selection Panel members’ services, preparing and assisting with all procurement correspondence including but not limited to contract award letters, notice to proceed letters, rejection letters. etc.
• Provides IT assistance when requested on formatting, editing, and typing documents.
• Obtain, track and file MCCA and Show Event insurance certificates.
• Reads and routes incoming mail. Locates and attaches appropriate files to correspondence to be answered by Legal.
• Tracks all public records requests and works with MCCA attorneys to ensure compliance with the Massachusetts Public Records Law deadlines.
• Processes all legal invoices through the MCCA’s Business Central finance system
• Schedules, coordinates, and prepares for MCCA Board of Directors Meetings, including preparation of confidential correspondence, presentations, reports, agendas, notices, and resolutions.
• Assists with all aspects of Board of Directors, and miscellaneous subcommittee meetings and works with MCCA attorneys to ensure compliance with the Open Meeting Law.
• Acts as coordinator for executive meetings to ensure all needs are communicated to proper personnel.
• Acts as Liaison between the MCCA and the Members of the Board and/or other MCCA Staff.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records in accordance with the applicable, rule, policy, regulation and statute.
• Assembles claims and investigatory materials and files same with insurance broker
• Conducts research, compiles statistical reports, confidential correspondence, and other complex documents
• Works independently on special projects as needed.

General Support:

• Develops a comprehensive knowledge and understanding of the Authority’s locations and business activities.
• When appropriate, attends Board Meetings and department staff meetings; takes, transcribes, and distributes meeting minutes.
• Maintains Authority Minute Books and filings.
• Maintains Authority Briefing Book for onboarding new MCCA Board Members.
• Distributes materials to MCCA Board via email, Teams Meetings and utilizing the project management tool, Basecamp.
• Initiates Financial Management System process.
• Organizes and maintains department file systems and files correspondence and other records.

Office Management:

• Coordinate the necessary coverage and support to maintain a smooth office operation as well as assist in training other support staff, including temporary workers, as needed.
• Delegates work to office clerical personnel as needed.
• Analyzes and organizes office operations and procedures such as filing systems, requisition of supplies, and other clerical services to maximize productivity.
• Evaluates and makes recommendations concerning effectiveness and cost efficiency of automated equipment.
• Maintains and updates office attendance utilizing attendance system for Executive Office as needed.
• Performs other duties as assigned.

MINIMUM ENTRANCE REQUIREMENTS:

• Minimum of 5-10 years of relevant experience supporting high-level executives in a confidential environment; some of this experience may be substituted with post-secondary education or certification (e.g., Bachelor’s degree, paralegal certificate).
• Strong organizational skills, discretion, and ability to manage multiple tasks under pressure.
• Detail-oriented, team-oriented, and able to communicate effectively at all levels.
• Experience with public boards or state/local government preferred.

WORK SCHEDULE:

• Standard business hours, with the understanding that schedules may vary based on operational needs. This may include occasional evenings, weekends, or travel, as required. Occasional travel to MCCA facilities is required. Travel to relevant conferences or external events may also be necessary based on business needs.
• All positions within the MCCA are designated as on-site roles. As such, this position requires in-person attendance five days per week. Remote or hybrid work arrangements are not part of MCCA's operational model.

DRESS CODE:

• Business formal. Employees are expected to project dignity and decorum appropriate for public-facing leadership roles through professional dress and grooming.

PHYSICAL REQUIREMENTS:

• This position primarily involves sedentary office work with frequent use of standard office equipment and occasional movement around MCCA facilities. The role may require attending off-site meetings and events, and occasionally lifting or carrying materials up to 15 pounds. Reasonable accommodations for qualified individuals with disabilities will be provided in accordance with MCCA’s accommodation policy and applicable laws.

EMPLOYMENT AT-WILL:

• Employment with the MCCA is at-will. This means that either the employee or the MCCA may terminate the employment relationship at any time, with or without cause or notice, and nothing in this job description shall be interpreted to alter this at-will relationship.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:

The Massachusetts Convention Center Authority (MCCA) is proud to be an equal opportunity employer. We welcome qualified applicants of all backgrounds and do not discriminate based on race, color, religion, sex, national origin, ancestry, age, disability, sexual orientation, gender identity or expression, military or veteran status, genetic information, or any other legally protected category.

If you require a reasonable accommodation during the application or interview process, or to perform essential job functions, please contact our Human Resources team at [email protected]