Job Vacancy Legal Assistant-Corporate and Trademark Law Vanderbilt University

Job title: Legal Assistant-Corporate and Trademark Law

Company: Vanderbilt University

Job description: Job Description:

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; being 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.

Duties and Responsibilities:

Calendar Management

  • Schedule meetings and conference calls as directed by attorneys.
  • Send calendar invites, reserve meeting locations and set-up a conference or Skype call.
  • Accept or reschedule meetings on behalf of the attorneys.

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 and hard copy 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, and what documents are required to be kept in archives.
  • Prepare inventory of files to be moved to archives.
  • Maintain and file working files/documents into electronic and/or physical file; scan and upload correspondence, e-mails and documents into electronic files.
  • Maintain and update matters and matter details in SimpleLegal and eDocs; facilitate the engagement letter process with the attorney and outside counsel, ensuring that every matter has an accurate engagement letter.
  • Experience managing trademark dockets is preferred, but not required.

Office Management

  • Attend to the overall general appearance, tidiness and cleanliness of the OGC general office space, kitchen, attorney offices and assist in scheduling university or Loews Hotel resources for repairs or maintenance, as needed.

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 technology.
  • 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.
  • Prepare university documents for certification by attorney.
  • Provide Notary services to the OGC office, university, and employees.
  • Create and edit PowerPoint presentations.
  • Fulfill request for reports, filings and certificates.

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Chief of Staff.

Education and Certifications:

  • A high school diploma is necessary.
  • A bachelor’s degree from an accredited institution of higher education is preferred.


  • At least 5 years of legal assistant or legal office experience is necessary.
  • Outstanding interpersonal communication and collaboration skills in order to work effectively with a wide group of audiences – including staff, faculty, students, leadership, and law firms — is necessary.
  • Utmost adherence to confidentiality and business ethics; demonstrated outstanding judgment and discretion is necessary.
  • Meticulous attention to detail is necessary.
  • Advanced working knowledge of Microsoft Office suite is necessary.
  • Experience in working with legal technologies — including document management, contract management, matter and eBilling management — is necessary.
  • Demonstrated ability to work in a collaborative team environment is necessary.
  • Willingness to proactively support change and rapidly learn new skills when the situation demands is necessary.
  • Ability to take initiative, multi-task, get things done as the situation demands and work well under pressure is necessary.
  • Resourceful and resilient; ability to operate in a challenging and modern business environment is necessary.
  • Honesty, with the highest personal and professional integrity, is necessary.
  • Interest in broadening their knowledge of systems, processes or people activities to proactively increase their knowledge of law, operations, the OGC, and Vanderbilt University to become a trusted member of the OGC team is strongly preferred.

Commitment to Equity, Diversity, and Inclusion

At Vanderbilt University, we are intentional about and assume accountability for fostering advancement and respect for equity, diversity, and inclusion for all students, faculty, and staff. Our commitment to diversity makes us who we are. We have created a community that celebrates differences and lets individuality thrive. As part of this commitment, we actively value diversity in our workplace and learning environments as we seek to take advantage of the rich backgrounds and abilities of everyone. The diverse voices of Vanderbilt represent an invaluable resource for the University in its efforts to fulfill its mission and strive to be an example of excellence in higher education.

Vanderbilt University is an equal opportunity, affirmative action employer. Women, minorities, people with disabilities, and protected veterans are encouraged to apply.

Please note, all candidates selected for an offer of employment are subject to pre-employment background checks, which may include but are not limited to, based on the role for which they have been selected: criminal history, education verification, social media review, motor vehicle records, credit history, and professional license verification.

About Us: Vanderbilt is a community of talented and diverse staff & faculty!

At , our work – regardless of title or role – is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in , Tennessee, on a 330+ acre campus and dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice through:

  • Working and growing together as a community of communities… we are One Vanderbilt.
  • Providing a work environment where every staff and faculty member can be their authentic and best self, while providing the resources and opportunities to learn and grow.
  • Encouraging development, collaboration, and partnership both internally and externally while fostering the value that every member of the Vanderbilt community can lead and grow regardless of title or position.

We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.

Vanderbilt University has made the health and safety of our students, faculty and staff and our surrounding communities a top priority. As part of that commitment, the University requires all employees to (1) participate in any required on-campus COVID-19 testing protocol as may then be in effect, or (2) show proof of full vaccination against COVID-19.

Expected salary:

Location: Nashville, TN

Job date: Fri, 24 Jun 2022 03:03:44 GMT

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