DIRECT HIRE Corporate Legal Secretary

Job Description

Job Description

The essential functions of the position include, but are not limited to the following:

• Manage, organize, and maintain documents in paper or electronic filing systems.
• Assist with the administration of export licenses under the supervision of the department’s export-control counsel.
• Assist with the administration of the various aspects of the legal compliance program, including third party due diligence.
• Provide administrative support in filing UCC documents and assist in renewing/maintaining the same.
• Coordinate travel arrangements for the professional staff.
• Order and maintain office supplies.
• Liaise with the Information Technology department relative to computer and technology matters.
• Prepare first drafts of minutes of legal compliance committees and other meetings; proofread final minutes.
• Maintain a master record of all legal compliance activity.
• Assist with preparation of the fiscal year budget as needed, monitor budget report through the fiscal year, and reconcile any variances.
• Utilize effectively all applicable department software applications including but not limited to preparing MS Teams Forms, Excel, Word and PowerPoint documents, using MS SharePoint and MS Teams Apps, using MS Co-pilot and other enterprise AI tools.
• Assist in special projects, as needed.
• Answer telephone, screen and route calls, take messages.
• Prepare expense reports for employee reimbursement for the professional staff both internally and outside of headquarters.
• Process payments for outside counsel billing and departmental expenses using a variety of procedures and software applications.
• Administer calendars, schedule appointments, and coordinate meetings.
• Prepare first drafts of and proofread and format final versions of various reports, agreements, and other documents.
• Perform other duties as assigned.

EDUCATION AND EXPERIENCE:

• Bachelor of Arts degree strongly preferred.
• 3-5 years of administrative experience, preferably in a law firm, corporate law department or other professional setting.
• Expert skills in MS Teams, SharePoint, Word, Excel and PowerPoint.
• Excellent computer skills, including high typing speed.
• Excellent organizational and oral and written communication skills.
• Detail oriented and able to work independently.
• Ability to work in a flexible, multi-cultural environment.
• Oral and written Spanish, Portuguese or Japanese skills a plus.