Legal Assistant

Provides administrative, operational, and contract support to the Legal Affairs department, including direct support to the organization’s senior legal leader and Legal Affairs attorneys. Secondary responsibilities include administrative support to the Compliance, Risk Management, and Public Policy functions as assigned.

This is a hybrid opportunity, with expectations to work onsite 2-3 days per week (St Paul, MN), and flexibility to work onsite as needed for the role.

Compensation & Benefits

The hourly wage for this opportunity is $31.73/hour to $47.60//hour, with a median wage of $39.66/hour. Pay is dependent on several factors including relevant work experience, education, certification & licensure, and internal equity. Hourly pay is just one part of the compensation package for employees. Gillette supports career progression and offers a competitive benefits package that includes a retirement savings match, tuition and certification reimbursement, paid time off, and health and wellness benefits for .5 FTE and above.

Primary Job Responsibilities

The Legal Assistant’s primary focus is coordinating Legal Affairs workflows, calendars, meetings, records, correspondence, and the contract lifecycle, from intake and routing through execution, filing, and renewal tracking; assisting with deadlines and follow-up items; and serving as a central point of coordination for matters directed to Legal Affairs. In a secondary capacity, the position supports Compliance, Risk Management, and Public Policy with scheduling, records, policy tracking, and related administrative needs.

The position handles confidential, privileged, and sensitive information and works collaboratively with leaders and team members throughout the organization. Depending on experience, the Legal Assistant may also assist with the review and processing of routine, lower-complexity contracts and other legal documents under the direction of an attorney.

Legal Affairs and Department Support

• Provide administrative and operational support to Legal Affairs leadership, including calendar management, meeting coordination, correspondence, document preparation, and special projects.
• Manage incoming legal requests, coordinate follow-up, track deadlines, and maintain accurate department records, files, and databases.
• Coordinate the preparation, execution, distribution, and retention of legal documents, including agreements, reports, and correspondence.
• Support department operations, including invoice processing, outside counsel documentation, and other administrative activities.

Contract and Legal Document Support

• Support all aspects of contract administration, including intake, review coordination, routing, execution, tracking, filing, and renewals.
• Review contract submissions for completeness, coordinate with internal and external stakeholders, and track contract status and key deadlines.
• Assist with reviewing routine contracts using established guidelines, under attorney direction, and identify matters requiring additional legal review.
• Provide administrative assistance with legal documents, records requests, investigations, litigation matters, and other legal processes as directed.

Meeting, Committee and Governance Support

• Coordinate meetings for Legal Affairs and other assigned departments or committees, including scheduling, agendas, materials, and meeting documentation.
• Prepare meeting minutes, track action items, and coordinate follow-up to support timely completion of deliverables.
• Assist with preparing and organizing materials for organizational leadership, committees, and Board activities.

Additional Department Support

• Provide administrative and operational support to Risk Management, Compliance, and Public Policy, including meeting coordination, document preparation, records management, and project tracking.
• Assist with organizing documentation and coordinating activities related to claims, investigations, audits, policy reviews, and legislative or regulatory matters.
• Maintain confidentiality of sensitive information and support department initiatives and special projects as assigned.

Qualifications

Required

• Associate's degree or legal assistant/paralegal education or certificate.
• Minimum of five years of legal support, administrative, executive support, or comparable professional office experience.

Knowledge, Skills and Abilities

• Demonstrated experience managing multiple priorities, deadlines, calendars, meetings, and administrative workflows.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience handling confidential or sensitive information.
• Strong written communication, proofreading, organizational, and attention-to-detail skills.
• Ability to independently manage competing priorities and follow matters through completion.
• Sound judgment regarding confidential, privileged, and sensitive information.
• Ability to recognize matters requiring escalation to an attorney, risk manager, compliance director, or other appropriate leader.
• Strong professional written and verbal communication skills.
• Strong proofreading, editing, and document-formatting skills.
• Ability to interact effectively and professionally with senior leaders, Board members, physicians, employees, patients and families, outside counsel, government representatives, vendors, and external partners.
• Ability to anticipate needs, identify missing information, and proactively follow up on outstanding items.
• Ability to learn and effectively use new technology, databases, and workflow tools.
• Ability to work effectively with frequent interruptions, changing priorities, and time-sensitive matters.
• Ability to exercise discretion and maintain appropriate boundaries when working with legal, compliance, risk, patient, and other sensitive matters.

Preferred

• Bachelor’s Degree
• Prior experience supporting an in-house legal department or law firm; experience in a healthcare organization, compliance department, risk management function, government affairs function, or senior executive office is also valued.
• Experience with contract administration or contract management systems.
• Experience with SmartSuite.
• Experience reviewing or processing routine contracts and identifying terms requiring escalation or attorney review.
• Familiarity with healthcare, compliance, risk management, regulatory, public policy, or other highly regulated environments.
• Experience maintaining databases, matter management systems, electronic records, e-signature platforms, or workflow management tools.

At Gillette Children’s, we foster a culture where every team member feels a sense of belonging and purpose. We are dedicated to building an environment where all feel welcomed, respected, and supported. Our values are embedded at the heart of our culture. We act first from love, embrace the bigger picture, and work side-by-side with our patients, families, and colleagues to help every child create their own story. Together, we work to ensure patients of all backgrounds and abilities reach their full potential.

Gillette Children's is an equal opportunity employer and will not discriminate against any employee or applicant for employment because of an individual's race, color, creed, sex, religion, national origin, age, disability, marital status, familial status, genetic information, status with regard to public assistance, sexual orientation or gender identity, military status or any other class protected by federal, state or local laws.

Gillette Children’s is a global beacon of care for patients with brain, bone and movement conditions that start in childhood. Our research, treatment and supportive technologies enable every child to lead a full life defined by their dreams, not their diagnoses.

To learn more about working at Gillette Children's, please visit https://www.gillettechildrens.org/careers.

Gillette Children's participates in the U.S. Department of Homeland Security (DHS) E-Verify program which is an internet-based employment eligibility verification system operated by the U.S. Citizenship and Immigration Services. If E-Verify cannot confirm that you are authorized to work, Gillette will give you written instructions and an opportunity to contact DHS or the Social Security Administration (SSA) to resolve the issue before Gillette takes any further action. Please visit https://www.e-verify.gov/ for further details regarding e-verify.