Legal Assistant and Licensing Administrator

Legal Assistant And Licensing Administrator

We are seeking a highly organized, proactive, and detail-oriented Legal Assistant and Licensing Administrator to provide comprehensive support to our legal team. This position plays a critical role in managing administrative operations, coordinating licensing compliance across the country, and supporting the CLO in the efficient execution of legal and corporate governance responsibilities. This role requires exceptional professionalism, discretion, and the ability to manage a wide range of tasks in a fast-paced environment. The ideal candidate will be a self-starter with excellent communication and problem-solving skills, capable of working independently and collaboratively within a fast-paced environment. The role will report to the Chief Legal Officer (CLO).

Responsibilities:

Legal & Corporate Governance Administration

• Support the drafting, execution, and tracking of legal agreements, including NDAs, contracts, and compliance documents.
• Maintain structured digital and physical filing systems for legal, corporate, and compliance records.
• Monitor document version control and ensure proper record retention and retrieval.
• Coordinate document signatures via platforms such as DocuSign and maintain execution logs.

Licensing Coordination

• Track, manage, and coordinate all business and professional licenses across U.S. states and territories, including applications, renewals, and supporting documentation.
• Maintain a comprehensive licensing tracker to monitor expiration dates, renewal timelines, and state-specific requirements.
• Liaise with state agencies, regulatory bodies, and internal departments to ensure timely filings and continuous compliance.
• Assist with audit responses and documentation requests related to licensing and regulatory matters.

Executive & Departmental Support

• Manage complex calendars, coordinate meetings, and resolve scheduling conflicts for the CLO and legal department.
• Prepare, proofread, and format correspondence, presentations, reports, and legal documentation.
• Serve as a liaison between the Legal Department, internal teams, and external counsel or partners, ensuring timely follow-up and clear communication.
• Handle highly confidential and sensitive information with professionalism and discretion.
• Organize travel arrangements, prepare itineraries, and process related expense reports.

Projects & Process Improvement

• Assist with special projects and initiatives assigned by the CLO, including compliance reporting, due diligence, and policy updates.
• Support implementation of administrative or legal technology systems (e.g., contract management or document control tools).
• Develop and maintain standard operating procedures for administrative and compliance workflows.

Qualifications:

• Experience: Minimum 3 years in an executive assistant role, senior administrative role supporting C-Suite executives or licensing role; exposure to legal, finance or professional-services environments strongly preferred.
• Communication: Impeccable written and verbal English; able to draft concise and polished correspondence.
• Technical Proficiency: Advanced MS Office (particularly Excel, PowerPoint & Outlook). Familiarity with contract-management or ERP platforms (e.g., Oracle Fusion, DocuSign) is an advantage.
• Judgement & Integrity: Demonstrated ability to handle privileged and market-sensitive information with discretion.
• Organization & Prioritization: Proven track record of juggling multiple deadlines in a fast-moving setting while maintaining precision.
• Education: Associate's or Bachelor's degree desirable; paralegal certificate and notary commission is a plus.