Administrative Assistant III

Job Description Legal Assistant

Primary Job Function:

Work closely with paralegals and attorneys in supporting the corporate governance for all legal entities (450+) outside of the U.S. and assist with global projects that involve these legal entities.

Core Job Responsibilities:

• Coordinate and track legal documents for execution with senior business leaders and other internal stakeholders
• Prepare documents for legalization by various governmental bodies, direct external vendors with detailed document handling instructions and perform quality control on vendors' actions
• Instruct other administrative assistants about processes for legal document handling
• Organize and maintain documents and information in iManage and GEMS (global entity management system)
• Generate legal entity organizational charts, including shareholding information
• Handle routine information requests
• Develop knowledge of, and follow, departmental processes and policies and identify opportunities for, and facilitate, process improvements
• Develop knowledge of external service provider's global subsidiary task management database and with supervision, utilize that database and others to develop and report program metrics
• Assist with international entity management program projects, e.g. collaborate with attorneys, paralegals and project manager to develop, document and socialize new workflow processes
• Handle general administrative matters, including copying and filing, scheduling couriers, creating documents and presentations, verifying and regularly updating contact lists and information in databases, running database searches and providing reports

Required Skills:

• High degree of professionalism and ability to discreetly handle confidential information and critical transactional documents
• Ability to establish strong working relationships with Board of Director members and senior business leaders' assistants
• General knowledge of legal terminology
• Be self-motivated and work under minimal supervision to meet fast-paced deadlines
• Consistent and strong attention to detail, good judgment, solid time management and prioritization, with the ability to effectively manage multiple priorities
• Proficiency with Microsoft Office (Outlook, Word, PowerPoint, Excel and Teams) and other common applications (e.g., eBilling system, document management system, automated workflow system)
• Strong analytical, written and oral communication skills

Highly Preferred Experience/Skills:

• International subsidiary entity management experience
• Experience in the legal department of a large company or law firm
• Notary public license
• Experience with, or motivation to learn, some data analytics, project and change management skills.

Minimum Education:

• Bachelor's Degree or an equivalent combination of education and work experience.