Legal Administrative Assistant at Global Partners in Newton Office

Job description

Job Summary: The Legal Administrative Assistant will be a critical part of the Legal Team, reporting to the Legal Administrative Services Manager. The Legal Administrative Assistant provides day-to-day support to the Legal team by processing invoices, preparing correspondence and documents, maintaining records, and completing assigned projects. The role requires attention to detail, clear communication skills and discretion. At Global Partners, business starts with people. Since 1933, we’ve believed in taking care of our customers, our guests, our communities, and each other—and that belief continues to guide us. The Global Spirit is how we work to fuel that long term commitment to success. As a Fortune 500 company with 90+ years of experience, we’re proud to fuel communities—responsibly and sustainably. We show up every day with grit, passion, and purpose—anticipating needs, building lasting relationships, and creating shared value. Job Description: Process legal invoices according to internal Legal Invoice Operations procedures, leveraging legal billing and enterprise software platforms (e.g., Onit Unity, Microsoft Teams, or similar e-billing/ERP tools) to process, track and route invoices. Together with other members of the Legal Invoicing Operations team, serve as a primary point of contact for outside law firm and legal service vendors regarding invoice status, payment inquiries and submission guidelines. Support the onboarding of new law firms and legal vendors to billing platforms. Partner closely with internal attorneys to secure timely invoice approvals, clarify billing deliverables and support internal attorney utilization of the company’s billing platforms. Generate standard and ad-hoc billing, aging and legal expenditure reports for Legal Department, Accounting and other management review, including quarterly accrual data. Create and maintain Legal Invoice Operations documentation using Word, Excel, Smartsheet, Scribe and other software as required. Assist with monitoring and actioning requests via the Legal Invoice Operations shared email mailbox. Maintain the Global Partners 8-K Index on a monthly basis with summary of recent SEC filings, as outlined in procedure document. Shared responsibility for internal department mail distribution, including FedEx and certified mail as needed. Assist in maintaining office supplies for the Legal Department. Effectively manage and execute diverse administrative duties supporting Legal Department objectives, from special projects, presentations, audits, and reporting requests, to mailings, document distributions, and maintenance and organization of select legal files. Plan, schedule, and track project progress, execute project deliverables, and meet deadlines as assigned. Communicate progress to manager on a regular basis, keeping manager apprised of potential issues, concerns, or delays in deadlines. Additional Job Description: 1-3 years of relevant experience with an Associate's Degree in Business Administration, Paralegal Studies, or related field is preferred. Strong attention to detail, critical thinking, and analytical and reasoning skills. Excellent written and verbal communication skills, including strong grammar, spelling and formatting. Ability to build positive working relationships and communicate effectively with people at all levels, both internally and externally. Excellent Microsoft office skills (Word, Excel, PowerPoint, Teams SharePoint) and proficiency in utilizing other software billing tools, experience with Onit Unity or other legal billing software is a plus. Ability to collaborate, respond promptly to stakeholders, and thrive in a fast-paced office with changing priorities. Self-motivated and able to operate independently with excellent organizational skills. Excellent time-management and multi-tasking skills. Proven ability to meet deadlines, manage administrative processes and effectively coordinate multiple projects simultaneously. Experience writing