Position: Legal Administrative Assistant
Department: Legal
Reports to: General Counsel
Posting date: May 16, 2025
About the Role:
The Central Florida Expressway Authority (“CFX”) is seeking a highly organized and detail-oriented Legal Administrative Assistant to provide comprehensive administrative support to the agency’s in-house legal team. This position plays a crucial role in the smooth operation of the CFX General Counsel’s Office, ensuring deadlines are met, schedules are well-managed, and administrative tasks are executed with efficiency and professionalism. The ideal candidate is highly organized, able to manage a variety of administrative and legal support responsibilities, and comfortable working in a fast-paced environment.
Duties and Responsibilities:
- Manage and coordinate complex calendars for the General Counsel and other legal team members, including scheduling meetings and proactively resolving scheduling conflicts.
- As directed, prepare legal internal and external meeting agendas, coordinate meeting materials, and record, transcribe, and prepare written meeting notes and summaries.
- Track and manage follow-up items and critical legal and compliance deadlines to ensure timely follow-through.
- Draft, format, and proofread correspondence, memoranda, and other legal or administrative documents for attorney review.
- Format, edit, compile, and provide technical support for agenda items, including documents, contracts, maps, and attachments to be submitted for the consideration, review, and approval of the Governing Board or applicable CFX Committee.
- Organize and maintain digital and physical files in accordance with CFX protocols and retention procedures.
- Assist with document preparation for audits and legal proceedings.
- Serve as the record coordinator for the Legal Department.
- Provide support and assistance to the Manager of Legal Services with the review of incoming legal invoices for accuracy, compliance with billing guidelines, and appropriate coding.
- As directed, liaise with outside counsel and other professional consultants, internal stakeholders, and the compliance and finance teams to resolve billing issues and process payments.
- Coordinate invoice processing and assist with tracking legal spend and budgets.
- Prepare and send legal correspondence, certified mail, and time-sensitive packages.
- Maintain records of incoming and outgoing mail and track delivery status as needed.
- Occasionally serve as a courier to deliver or retrieve documents to and/or from court, other government agencies, external counsel, or other business locations.
- Implement departmental procedures as directed by the General Counsel.
- Answer calls and respond to internal and external inquiries professionally and efficiently.
- Coordinate travel arrangements for members of the legal team in compliance with CFX policy, prepare itineraries, and manage expense reimbursement submissions.
- Assist with matter management, including intake, and records tracking.
- Order office supplies and manage inventory related to legal support needs.
- Support department initiatives, training sessions, and team meetings, including scheduling and logistics.
- Provide support and assistance on special projects as requested.
- Foster strong, respectful working relationships with internal colleagues, clients, outside counsel, courts, and vendors through clear, professional, and courteous communication.
- Work cooperatively across departments and with other members of the legal team to promote a supportive, team-oriented office culture.
- Handle all sensitive matters with the highest level of confidentiality, discretion, and professionalism.
- Other duties as assigned.
Skills:
- Strong organizational and time-management abilities, with the capacity to prioritize multiple tasks accurately and efficiently.
- Excellent verbal and written communication skills, with the ability to produce documents in a professional tone and with correct English grammar.
- Demonstrated ability to approach interactions with a problem-solving mindset, fostering a positive and respectful work atmosphere.
- Skilled at both working independently and contributing effectively to a team, with a proactive approach to overcoming challenges and achieving goals.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat (including PDF manipulation and creation of PDF forms).
- Experience with e-signature platforms (e.g., AdobeSign, DocuSign) and mail tracking services.
- Adept at quickly to learning, adapting to, and efficiently using new software platforms and legal technology tools.
- Strong judgment and discretion when handling confidential information.
Qualifications:
- AA or AS degree and 4+ years of experience in a legal administrative or legal assistant role; or an equivalent combination of relevant education, training, or experience.
- Valid driver’s license and access to reliable transportation (for occasional courier duties).
The Central Florida Expressway Authority is an Equal Opportunity Employer
Please submit resume and salary requirements to