Legal Secretary

Legal Secretary

At Independent Purchasing Cooperative (IPC), we are more than just a supply chain services providerwe're the strategic sourcing partner behind one of the world's most recognized brands: Subway. As a member-owned organization, we are driven by our commitment to serve the franchisees who own and operate Subway restaurants across North America, Canada, Puerto Rico, and the U.S. Virgin Islands.

Headquartered in Miami, FL, we were founded in 1996 with a mission to help franchisees be more profitable and competitive by delivering exceptional value through supply chain solutions, contract negotiation, technology initiatives, and industry expertise.

IPC is seeking a highly motivated Legal Secretary to be responsible for administrative and clerical support to IPC's Legal department and General Counsel, ensuring the smooth day-to-day operation of the office. This role is responsible for preparing and formatting legal documents and correspondence, managing calendars and deadlines, organizing and maintaining legal files and records, coordinating meetings and communications, and handling incoming requests to the department. The ideal candidate is highly organized, dependable, discreet with confidential information, and able to manage competing priorities with accuracy and professionalism in a fast-paced, cooperative environment.

Essential Duties and Responsibilities

• Prepare, format, edit, and proofread legal documents, correspondence, memoranda, and reports, ensuring accuracy, consistency, and proper formatting.
• Manage and maintain attorneys' calendars, schedule meetings and appointments, and track critical deadlines and follow-up dates.
• Organize, maintain, and update electronic and physical legal files, records, and filing systems to ensure accuracy, confidentiality, and easy retrieval.
• Process incoming and outgoing communications for the Legal department, including mail, email, phone calls, and document routing for review and signature.
• Coordinate meetings, prepare agendas and materials, take and distribute notes, and arrange travel and logistics as needed.
• Assist with the preparation and assembly of documents for execution, filing, and distribution, including e-signature routing and notarization coordination.
• Maintain contract, corporate record, and matter-tracking systems by entering data, updating status, and running routine reports.
• Process and track legal invoices, expense reports, and vendor or outside counsel billing in coordination with Finance.
• Serve as a point of contact for the Legal department, responding to routine inquiries from internal stakeholders, franchisees, and external parties, and directing matters appropriately.
• Provide general administrative and clerical support, including copying, scanning, ordering supplies, and maintaining department templates and resources.
• All other duties as reasonably assigned.

Knowledge, Skills, & Abilities

• Strong knowledge of legal terminology, documents, and standard office and legal administrative procedures.
• Excellent written and verbal communication skills, with strong grammar, spelling, proofreading, and formatting abilities.
• Exceptional attention to detail, organization, and accuracy in managing documents, calendars, and deadlines.
• Strong time management and prioritization skills, with the ability to manage multiple tasks and competing deadlines.
• High degree of discretion, professionalism, and sound judgment when handling confidential and sensitive information.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and comfort learning document management, e-signature, and calendaring systems.
• Strong interpersonal and customer service skills, with the ability to interact professionally with attorneys, staff, franchisees, and external parties.
• Ability to work both independently and collaboratively in a fast-paced, deadline-driven environment.
• Dependable, resourceful, and proactive, with a strong sense of ownership and follow-through.

Competencies

• Action Oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm while maintaining humble professionalism
• Customer Focus: Building strong franchisee experience through customer and vendor relationships that delivers franchisee-centric solutions
• Ensures Accountability: Holds self and others accountable to meet commitments, acts with a clear sense of ownership, takes personal responsibility for decisions, actions and failures
• Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives while gaining trust and support of others
• Communicates Effectively: Develops and delivers a clear message in a variety of communication settings, attentively listens to others and adjusts their own style
• Decision Quality: Makes good and timely decisions that keep the organization moving forward
• Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals
• Resourceful: Secures and deploys resources effectively and efficiently
• Self-Development: Actively seeking new ways to grow and be challenged using both formal and informal development channels
• Tech Savvy: Anticipates and adopts innovations in business-building digital and technology applications

Qualifications & Experience

• High school diploma or equivalent required; Associate's degree or coursework in Legal Studies, Business, or a related field preferred.
• Minimum of 24 years of administrative or secretarial experience, preferably supporting a legal department or law firm.
• Experience preparing and formatting legal documents and correspondence strongly preferred.
• Experience in franchise, retail, cooperative, or supply chain industries is a plus.
• Notary Public commission (or willingness to obtain) preferred.
• Demonstrated ability to handle confidential information with integrity and professionalism

Leadership Responsibility

No

Travel

This job does not require international travel. Occasionally, local travel within driving distance, and overnight domestic travel may be required.

Work Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. While performing the duties of this job, the employee is regularly sitting for long periods of time. A detailed description of these physical requirements is available upon request. Compliant with the ADA, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Should an accommodation be needed, please reach out to the People Operations team at View email address on click.appcast.io.

This is a full-time position. Standard office hours of Monday through Friday, 8:30 AM to 5:00 PM EST. This position may require additional work hours outside these work hours, including weekends to complete job requirements.

Independent Purchasing Cooperative (IPC) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Disclaimer The above job description is meant to describe the general nature and level of work being performed; it is not intended to be an exhaustive list of all responsibilities, duties, and skills required for the position. Team Members may be required to perform other duties as requested by their leader(s) in compliance with Federal and State laws.