Legal Operations Administrator (E5838) at Institute of Electrical and Electronics Engineers, Inc. in New York, New York

Job Description:

Job Summary

The administrator will be primarily responsible for providing administrative and legal operations support and related services to the General Counsel and Chief Compliance Officer ("GC"), as well as the L&C leadership. The Administrator will be required to handle highly confidential information, perform administrative functions, and proactively support L&C leadership by handling some matters autonomously. This position is responsible for supporting L&C's overall ability to provide broad support and legal services in an efficient, cost-effective, and customer-friendly manner by focusing on the operational needs of the department. The Administrator will also have the primary responsibility to provide support to L&C to enable them to adhere to legal and operational compliance requirements.

The Administrator will serve as the office manager for L&C with a focus on activities and office procedures that facilitate the seamless running of L&C, and that further the mission, values, and goals of IEEE. In this role, the Administrator will assist in the direct support of the members of the L&C leadership team, as well as provide general administrative support to all department attorneys.

The Administrator reports directly to the GC. This person will be part of the L&C Legal Operations Team and serve as support and backup for the various L&C operations team members, as needed, including but not limited to the e-billing administrator and the legal operations specialist.

Key Responsibilities

• Complex Administrative Support:


• 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.


• Support L&C leadership in maintenance and oversight of all department policies and trainings.


• Assist with 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.


• Assist with the implementation of identified training opportunities and maintenance of department-specific guidelines and policies as promulgated by the L&C leadership.


• Collaborate with other L&C support staff to coordinate quarterly L&C department meetings and maintain a log of follow-up items.


• Assist with managing critical data to improve the effectiveness and efficiency of L&C initiatives.


• Create and prepare reports from various databases and spreadsheet files as requested by L&C leadership or departmental policy.


• Assist L&C with maintenance of files, filing system and databases, and other legal matter management and document management systems, including document repository for L&C documents.


• Seek the most efficient and cost-effective method of procuring L&C services, noting areas in need of improvement; research vendors for pricing, turnaround time, etc.; 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;


• Process outside counsel invoices and serve as a liaison with outside counsel billing staff.


• Assist with the preparation of a variety of materials, legal documents, and forms (e.g., memoranda, letters, contracts, proposals, and affidavits); format, edit, and update documents as needed.


• Help prepare correspondence and memoranda in connection with existing client matters and administrative responsibilities.


• 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.


• Maintain and prioritize appointment calendar for assigned attorneys in the L&C department, assist 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.


• Assist with the delivery of self-help tools, materials/resources such as tool kits, process and procedures documents, training materials, policy documents, and guidelines


• Office Management Duties:


• Provide analytical and specialized support to conserve supervising attorneys’ time by collecting and assembling data, and running reports.


• Draft various types of correspondence with attention to detail and a high level of accuracy; prepare written and/or printed material using up-to-date office suite software, and other office applications or systems; respond to routine correspondence within established guidelines.


• 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; make 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; act 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.


• Serve as logistics manager for L&C client service activities, including booking conference rooms, managing vendors, etc.


• Help track and manage intake requests for new matters via the matter management system.


• Coordinate arrangements for L&C conferences, meetings, and events (e.g., arranging catering, guest lists, travel and hotel accommodations, etc.)


• Help manage timesheets for General Counsel’s direct reports.


• Manage incoming and outgoing mail, including the use of courier services.


• Record Management:


• 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.


• Recruiting, Hiring, and Onboarding:


• Help coordinate the orientation, onboarding, and training of new L&C staff at all levels, including temporary personnel and interns.


• Develop and maintain databases of L&C new hire onboarding processes which will help to streamline the recruitment process.


• Assist GC with the management of L&C job candidates and related tasks within the HR system (Taleo).


• Perform special projects and responsibilities assigned by L&C leadership.


• Perform other duties as assigned.

Education

• Bachelor's degree or equivalent experience Req

Work Experience

• 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. Req

Licenses and Certifications

• Notary Public Licensure (NY and/or NJ) Pref

Skills and Requirements

• Effective oral, and written skills including knowledge of grammar, spelling and punctuation, tact, diplomacy, and interpersonal skills.


• Excellent time 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.


• Strong project management skills.


• Active listening, judgment, and decision-making skills.


• 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.


• Knowledge of modern office standard practices and procedures.


• Ability to independently identify administrative inefficiencies and suggest improvements.

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under Category I - Office Positions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.

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