Legal Assistant

NATURE OF WORK:

Provides administrative and document coordination support to the Office of General Counsel under the direction of the Paralegal. Assists in the organization, tracking, and management of contracts, agreements, and related legal documentation to ensure records are accurate, complete, and current. Supports the contract lifecycle process by maintaining files, monitoring key dates, and coordinating documentation with internal departments and external contacts as directed. This position requires exceptional attention to detail, organization, and confidentiality to ensure the efficient operation of the Office of General Counsel.

TYPICAL DUTIES AND RESPONSIBILITIES:

Serves as the Legal Assistant for the Office of General Counsel under the supervision and direction of the Paralegal.

Assists the Paralegal in supporting the administrative and organizational functions of the legal office, with primary responsibility for assisting in the coordination and management of contracts, intellectual property, and other legal documentation.

Assists the Paralegal in maintaining and monitoring VFW contract and agreement files.

Prepares files and supporting documentation for new contracts, amendments, and renewals as directed.

Ensures contracts and agreements are properly organized, executed documents are maintained in the appropriate files, and required documentation is complete.

Tracks incoming contracts and agreements for completeness and consistent content.

Verifies key information including parties, dates, signatures, and required documentation, and brings inconsistencies or irregularities to the attention of the Paralegal.

Assists in coordinating the contract review and execution process as directed by the Paralegal.

Maintains records of contract status, monitors contract terms and renewal dates, and assists in ensuring agreements remain current and properly documented.

Maintains organized records of contract documentation, legal files, and related correspondence to ensure files are accurate, complete, and readily accessible.

Prepares correspondence, memoranda, reports, schedules, and other administrative documentation as directed by the Paralegal in support of the Office of General Counsel.

Assists with administrative coordination between the Office of General Counsel, internal departments, and external contacts regarding contracts and legal documentation as directed by the Paralegal.

Performs additional administrative and clerical duties as assigned by the Paralegal or General Counsel to support the efficient fulfillment of the Office of General Counsel’s duties and responsibilities.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

Position requires an associate’s degree in legal studies, business administration, or a related field, or an equivalent combination of education and directly related administrative experience in a legal, contract administration, or executive office environment.

Experience working with contracts, agreements, or legal documentation is preferred.

Position requires strong organizational skills and exceptional attention to detail, particularly in reviewing and managing contract documentation and legal records.

Requires the ability to track and manage contract documentation throughout the contract lifecycle, including intake, review coordination, execution, filing, and renewal monitoring.

Requires attention to detail in reviewing contracts and agreements to ensure accuracy of key information including parties, dates, signatures, and required supporting documentation.

Requires excellent oral and written communication skills and the ability to work effectively with internal staff, members, and external contacts.

Position requires proficient computer skills in Microsoft Word, Excel, PowerPoint, and Outlook.

Requires familiarity with legal terminology, contracts, leases, and document management procedures.

Ability to prioritize work effectively, manage multiple tasks simultaneously, and meet project deadlines is essential.

Confidentiality is essential.

SCOPE OF POSITION:

The Legal Assistant provides administrative, documentation, and coordination support to the Office of General Counsel. The position supports the Paralegal and General Counsel in the organization, tracking, and management of contracts, agreements, intellectual property records, and other legal documentation to ensure records are accurate, complete, and properly maintained.

This position plays an important operational role in supporting the contract lifecycle process, including the intake, review coordination, execution, filing, and renewal monitoring of contracts and agreements. The Legal Assistant helps ensure that legal records and documentation are properly organized, accessible, and maintained in accordance with internal procedures.

Working under the direction of the Paralegal, the Legal Assistant interacts with internal departments and external contacts to coordinate documentation and administrative activities related to contracts and legal records. The position requires a high level of organization, attention to detail, discretion, and confidentiality while supporting the efficient functioning of the Office of General Counsel.

WORKING CONDITION:

Considerable computer usage to prepare correspondence, reports, schedules, and memoranda.

Ability to work in a fast-paced office environment while keeping organized and focused with multiple time sensitive deadlines and priorities. Needs strong organizational and prioritization skills to coordinate several tasks simultaneously to ensure objectives are met, deadlines are kept and guidelines are maintained.

MAJOR ACCOUNTABILITIES:

Assists in maintaining organized files for contracts, agreements, and related legal documentation. Supports the preparation of documentation for new contracts, amendments, and renewals, and ensures executed documents are properly filed and retained. Monitors contract status, tracks key terms and renewal dates, and assists in maintaining accurate contract lifecycle records.

Tracks incoming contracts and agreements for completeness and consistency. Reviews documentation for key information including parties, dates, signatures, and supporting materials, and brings discrepancies or irregularities to the attention of the Paralegal. Assists in coordinating the contract review and execution process as directed.

Maintains organized legal files and documentation systems to ensure legal records are accurate, complete, and readily accessible. Ensures correspondence, documentation, and related records are properly maintained in accordance with established procedures.

Prepares correspondence, memoranda, reports, schedules, and other administrative documentation in support of the Office of General Counsel. Assists with general office coordination activities and supports the Paralegal and General Counsel in managing administrative workflow.

Assists in coordinating communication and documentation between the Office of General Counsel, internal departments, and external contacts related to contracts and legal documentation.

Maintains strict confidentiality of legal information, documentation, and organizational matters handled within the Office of General Counsel.

The above duties are general in nature and are not intended to reflect all duties which may be required of the incumbent.

If not already listed as a requirement for the position, all employees (if eligible) are encouraged to become members of the VFW. If ineligible for VFW membership, employees (if eligible) are encouraged to join the VFW Auxiliary. Additionally, all employees are encouraged to actively promote the benefits of membership into the VFW and VFW Auxiliary to others that qualify.

The VFW National headquarters offers a competitive salary commensurate with experience, along with a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

This position is not eligible for relocation assistance.