Compliance Administrative Assistant

Compliance Administrative Assistant

The Compliance Administrative Assistant will serve as a member of the Legal Department and will provide all administrative related support for the compliance strategy approved by the company's Chief Ethics and Compliance Officer ("CECO"), such as, supporting the company's completion of its annual compliance goals by assisting with projects and handling day-to-day administrative duties related to the Compliance Function. The incumbent will also assume responsibility for maintaining data in our anonymous reporting hotline system - EthicsPoint, our policy management system - PolicyTech, and track employee completion of compliance courses, including required e-learning courses related to compliance.

Duties/Responsibilities:

• Maintain and update EthicsPoint users throughout the Americas.
• Track the status of compliance investigations to ensure that all investigations are concluded in a manner that is timely and thorough, and that the case conclusion and resolution are adequately documented in the EthicsPoint System.
• Prepare data analytic reports on the status of compliance incidents using EthicsPoint.
• Support the CECO and others with Compliance Committee meetings (i.e. schedule meetings, prepare report materials, and organizing minutes).
• Support the CECO in preparing PowerPoint Presentations for training and company Town Hall Meetings.
• Support the CECO and others in maintaining all documentation on shared folders that relate to the Compliance Function.
• Create and maintain a subsection of the company's Extranet System devoted to sharing information on compliance matters with subsidiary companies.
• Maintain and update sections of the company's intranet that relate to compliance matters.
• Maintain and update group e-mail addresses relating to the immediate report of compliance related matters.
• Maintain the company's compliance ownership chart which tracks the various subject matter experts handling compliance matters and the laws that they track.
• Oversee the scheduling of New Employee Compliance On-Boarding Training
• Maintain training calendar for all compliance related internal/external training provided by the CECO or any department (including the SCOA Chief Legal Office, Chief People Office, Sustainability Department and others).
• Track employee completion of required compliance courses and communicate with employees who have not completed courses on a timely basis.
• Manage rules, policies and procedural documents on PolicyTech
• Assist with the expansion and implementation of PolicyTech throughout the Americas
• Book travel for CECO (and possibly other attorneys) and submit expense reports on behalf of CECO (and possibly other attorneys).
• Utilize Monday.com to manage individual projects and group projects relating to compliance goals.
• Assist with other administrative tasks and general support to the CECO and to the legal counsel and other members of the CLO Office as required.

Job Specific Knowledge/Skills & Abilities

• Operational experience with legal related technologies.
• Intermediate skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Proficient in organizational skills, time management, and ability to efficiently prioritize
• Strong attention to detail with strong document preparation and data accuracy
• Professional discretion in handling confidential and sensitive information
• Effective verbal and written communication skills
• Demonstrated ability to work cross-functionally and globally, with the ability to consult, build relationships, and/or indirectly influence enterprise-wide or cross-functional teams.

Education, Certification and Experience:

• Bachelor's Degree or more than 5 years' related experience in lieu of degree.
• Minimum 3 years' experience working as an assistant to compliance and/or legal department
• Experience with PolicyTech and EthicsPoint is a plus.

Physical Requirements:

• Office work environment, sitting sedentary at desk.
• May occasionally lift up to 20 lbs. with no assistance.
• Hybrid work model requiring a minimum of two days per week in the New York office.

Equal Employment Opportunity Policy Statement

Sumitomo Corporation of Americas (SCOA) is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Sumitomo are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, past or present military service, family medical history or genetic information, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Sumitomo will not tolerate discrimination or harassment based on any of these characteristics.