Legal Operations Administrator (E5838)

Job Summary

About the role

The Legal Operations Administrator supports the General Counsel and Chief Compliance Officer ("GC") and the Legal team at IEEE. They handle highly confidential information, perform administrative functions, and support L&C by handling some matters autonomously.

Responsibilities

• Provide analytical and specialized administrative support to L&C leadership by managing logistical details and advanced administrative duties.
• Support L&C leadership regarding cross-functional initiatives with professionals in Finance, IT, Procurement and other departments.
• Maintain and oversee all department policies and trainings.
• Aid in the development of a comprehensive CLE program as part of the newly established professional development plan for all L&C staff.
• Manage and support the implementation and workflow of L&C’s enhanced legal internship and fellowship programs.
• Support L&C leadership in the development and implementation of the department’s strategic communications plan.
• Create and prepare reports from various databases and spreadsheet files as requested by L&C leadership or departmental policy.
• Manage and support the maintenance of files, filing system and databases, and other legal matter management and document management systems, including document repository for L&C documents.
• Process invoices from vendors and follow up on overdue accounts; prepare and track the balances of purchase orders; and process petty cash and travel expense reimbursements for staff.
• Coordinate with the L&C paralegal team and L&C support staff to support correspondence with outside counsel to obtain information and required documentation.
• Assist with the preparation of a variety of materials, legal documents, and forms (e.g., memoranda, letters, contracts, proposals, and affidavits).
• Assist with assembling educational/research materials and legal document production (including binders, exhibits, litigation backs, and affidavits of service).
• Handle check requests and charge-back memos; monitor, review, and process invoices; submit receipts for reimbursement or purchase verification; maintain and update information regarding L&C vendors, charge-back parties, account numbers, and classifications.
• Manage and prioritize appointment calendar for assigned attorneys in the L&C department, assists with scheduling of internal and external meetings (e.g., reserve conference rooms, maintain a record of attendee responses, and prepare documents for meetings as required).
• Answer telephones, screen calls and take messages for attorneys. Promptly respond to mail, telephone, and in-person inquiries from attorneys; follow-up diligently to inquiries (e.g. draft requested correspondence; mail requested materials); expedite resolution of problems.
• Provide analytical and specialized support to conserve supervising attorneys’ time by collecting and assembling data, and running reports.
• Brief supervising attorneys on the progress of administrative projects and follow up and take action as required; manage supervising attorneys’ calendars by coordinating and scheduling meetings, teleconferences, and travel; makes arrangements for meeting rooms and conference calling lines as required.
• Maintain the legal library and related subscriptions; coordinate logistics of L&C department activities; Represent L&C by acting as the first point of contact for meeting and greeting clients both internal and external; acts as a liaison between the L&C and other departments within the organization; help manage phone and email correspondence for L&C team members.
• Address and manage queries regarding routine office management and policy issues.
• Help rack and manage intake requests for new matters via the matter management system.
• Establish, maintain and update the filing system; maintain the security, integrity and confidentiality of L&C data; manage archived files by following established procedures for retention, retrieval, transfer, protection and disposal of files and records.
• Help coordinate recruiting, hiring and onboarding of new L&C staff.
• Travel Information 5% Domestic

Requirements

• Bachelor's degree or equivalent experience required.
• 2-4 years of relevant experience with an in-house legal team at a large company, government organization, not-for-profit organization, or law firm required.
• Licenses and Certifications: Notary Public Licensure (NY and/or NJ) preferred.
• Effective oral, and written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy, and interpersonal skills.
• Excellent time and project management skills and ability to work well under pressure to meet strict deadlines.
• Professional and positive attitude with all stakeholders.
• Responsible, responsive, and reliable in a fast-paced, dynamic work environment.
• Proficiency in using various Google Suite and Microsoft Office applications such as Word/Docs, Excel/Sheets, Access, PowerPoint/Slides, and Outlook/Gmail.
• Familiar with Internet applications and ability and willingness to learn other office technology and databases.
• Excellent organizational skills, with the ability to handle a variety of projects simultaneously and prioritize effectively while paying close attention to details.
• Ability to interact effectively with all levels of management and to work and communicate effectively with both internal and external customers.
• Ability to work as part of a collaborative team and willingness to pitch in to support L&C team members as needed.
• Ability to independently identify administrative inefficiencies and suggest improvements.