Provides administrative and contract support to the legal department, including maintaining legal files and the CLM system, processing sales offers, coordinating signatures, managing expenses and invoices, scheduling meetings, and supporting contract organization. Requires strong organization, communication, confidentiality, attention to detail, Microsoft Office proficiency, and the ability to work efficiently in a regulated medical device environment.
General Summary
As part of Penumbra’s legal team, you will support a growing and dynamic company that develops ground-breaking technology to further its mission of saving patients’ lives. You will work closely with attorneys, paralegals and support staff as part of this closely-knit team while supporting external departments essential to the Company’s operations.
Specific Duties and Responsibilities
• Utilize your keen analytical skills to develop creative solutions to problems.
• Coordinate with internal business departments and respond to inquiries regarding contracts and other matters. *
• Manage the legal department’s “To Do List” in Microsoft Excel. *
• Maintain all contractual documents and correspondence, including but not limited to, uploading fully executed agreements into the contract lifecycle management (CLM) system and/or SharePoint. *
• Process various sales offers including, but not limited to, bundled discount letters, cart consignment letters, etc.*
• Assist with maintaining the CLM system, including but not limited to, generating reports, entering customer data, and recording key agreement data points. *
• Compile, verify accuracy of and sort information according to priorities to prepare source data for computer entry.
• Maintain legal files by tracking hard copy and electronic documents, performing periodic inspections to ensure proper upkeep, and responding to file requests. *
• Provide support with scheduling meetings, booking conference rooms, arranging catering, organizing department events, etc.*
• Assist with various legal administrative support. *
• Assist with collecting wet and electronic signatures, shipping and receiving packages, mailing letters, etc.*
• Manage legal department’s expenses. *
• Submit incoming legal department invoices to A/P for payment. *
• Manage the legal vendor purchase requisition process for standing purchase orders. *
• Perform special projects as requested.
• Place materials into storage receptacles, such as file cabinets, boxes, bins, or drawers, according to classification and identification information.
• Scan or read incoming materials in order to determine how and where they should be classified or filed according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
• Assist with drafting, execution and organization of various contracts*
• Keep information confidential*
• Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures. *
• Ensure other members of the department follow the QMS, regulations, standards and procedures.*
• Perform other work-related duties as assigned.
*Indicates an essential function of the role
Position Qualifications
Minimum education and experience:
• Bachelor's degree in related field with 1+ years of experience in an administrative assistant position or similar, or equivalent combination of education.
Additional qualifications:
• Excellent communication skills and strong client management skills.
• Ability to process a high volume of work and meet deadlines in a fast-paced environment.
• Some experience working with contract templates and the ability to review and revise basic sales contracts.
• Strong organizational skills, careful attention to detail, and creative problem-solving skills.
• Outstanding interpersonal skills with a “can-do” attitude.
• Proactive, strategic and thoughtful problem-solving ability.
• High level of proficiency with Microsoft Excel, Word, PowerPoint and Outlook.
• Experience working in-house at a medical device or pharmaceutical company, or other company in a highly regulated industry, is preferred.
Working Conditions
• General office environment.
• Business travel from 0% - 10%.
• Potential exposure to blood-borne pathogens.
• Requires some lifting and moving of up to 10 pounds.
• The employee is frequently required to stand, walk, sit, and reach with hands and arms, and to use a computer, sitting for extended periods. Specific vision abilities required by this job include the ability to read, close vision, distance vision, color vision, peripheral vision, and depth perception.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
Alameda, CA
Starting Base Pay is $27.00/hour - $38.00/hour.
We offer a competitive compensation package plus a benefits and equity program, when applicable.
Individual total compensation will vary based on factors such as qualifications, skill level, competencies, and work location.
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