Corporate Legal Assistant

Reports to:

In-House Counsel

Job Summary:

The Corporate Legal Assistant, under the direction of the In-House Counsel, provides administrative, organizational, and scheduling support across the contract lifecycle. The role also serves as a point of contact between Legal and other departments, such as Sales, Finance, and Operations, to keep contract requests moving and communications prompt, accurate, and professional.

Your duties will encompass the core responsibilities of a Corporate Legal Assistant as outlined below. Note that this list is not exhaustive, and you may be requested to perform other reasonable duties assigned by leadership to support business operations.

Competencies:

• Communication
• Attention to Detail
• Results Orientation
• Time Management

Job Duties:

• Perform initial intake, logging, and comprehensive data entry of all commercial agreements (e.g., vendor, service, customer contracts) into the internal contract management tools.
• Manage and maintain the legal filing system, ensuring proper organization of digital records. This includes proofreading documents for typographical errors, ensuring formatting consistency, and verifying complete, accurate field population for data export.
• Track the status of documents and coordinate the contract execution process. This involves facilitating timely communication and document exchange among the legal team, internal stakeholders, customers, and prospects via email, phone, and video, ensuring contract requests are addressed promptly.
• Maintain the centralized folder for standard contract templates, forms, and business terms, ensuring the legal team has immediate access to current and accurate documents.
• Facilitate and coordinate communication and document hand-off’s with cross-functional teams during all stages of the contract process.
• Drive proper document retention by reviewing and summarizing key terms in completed contracts and utilizing the internal contract retention tool.
• Conduct research on specific provisions as needed.
• Format, organize, and maintain the centralized library of contract templates and standard operating procedures.
• Maintain contract records and documentation in the company's CRM and cloud storage.
• Assist with contract intake triage, risk screening, and preparation of preliminary summary sheets for high-volume customer accounts.
• Present updates and walk cross-functional teams through contract processes, templates, and changes.
• Perform other reasonable duties assigned by leadership to support business operations.

Job Requirements:

• Bachelor’s Degree in Business Administration, Legal Management or related education required.
• 1+ years’ experience in administration, operations, or project coordination in a fast-paced environment; legal or contract experience is beneficial.
• Strong calendaring, organizational, and multitasking skills required.
• Proficiency in Microsoft Office (Word, Excel) and Google Workspace (Gmail, Calendar, Drive, Sheets).
• Excellent interpersonal, written, and verbal communication skills.
• Ability to work collaboratively with all levels of the organization and demonstrate a team-oriented work style.
• Comfort preparing and delivering presentations and walking small groups through updates.
• Ability to effectively handle shifting priorities and adapt to changing demands in a fast- paced, dynamic environment.
• Superior ethics and confidentiality.
• Must be able to work Eastern or Atlantic time zone hours.

Work Conditions:

• Remote work environment with extended periods of sitting and use of computer and peripherals
• Fast-paced office environment
• Reliable high-speed internet and a quiet, secure workspace required.
• Occasional flexibility outside of regular hours, including evenings, weekends, or holidays as business needs require.

Timeless Medical Systems® strives to ensure that its employment practices are free from direct and indirect discrimination and is committed to upholding the human rights of those participating in the hiring process. In pursuit of this commitment, Timeless Medical Systems Inc. will not condone or tolerate any acts of discrimination or harassment under any of the grounds protected under human rights legislation. This commitment extends to the hiring process and throughout the course of employment.

Timeless Medical Systems® is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If accommodation is needed, please indicate by answering yes to the corresponding application question.