Legal Operations Administrator

Institute of Electrical and Electronics Engineers; New York (NY); Ibrido; USD 90.000 - 130.000; Tempo pieno

Descrizione del lavoro

IEEE’s Legal & Compliance team seeks a Legal Operations Administrator in New York City. The person will provide essential administrative and operational support to the General Counsel and Chief Compliance Officer, handling confidential matters and improving efficiency across the department.

The role focuses on office operations, policy maintenance, and collaboration with Finance, IT, and Procurement to deliver cost-effective legal services.

Competenze

• Bachelor's degree or equivalent experience required.
• 8-10 years of relevant experience with an in-house legal team.
• Notary Public Licensure preferred.
• Excellent time and project management skills; strong written and spoken communication.
• Proficiency with Google Suite and Microsoft Office applications.

Mansioni

• Provide administrative support to GC and Chief Compliance Officer.
• Manage calendars, meetings, and travel arrangements for L&C leadership.
• Maintain department policies, trainings, and document management systems.
• Coordinate with cross-functional teams (Finance, IT, Procurement) on initiatives.
• Prepare reports from databases and spreadsheets as requested by L&C leadership.
• Oversee invoices, vendor management, and purchase orders for L&C.

Conoscenze

Time management

Project management

Communication skills

Collaboration

Formazione

Bachelor's degree or equivalent experience

Strumenti

Google Suite

Microsoft Office

Excel/Sheets

Descrizione del lavoro

IEEE is an EEO/AAP Employer/Protected Veterans/Disabled

Job Description - Legal Operations Administrator (260375)

Job Description

Legal Operations Administrator - 260375 : KNW-B40

Description

Job Summary

As a member of the Legal &Compliance team at IEEE, the Legal Operations Administrator will be primarily responsible for providing administrative and legal operations support and related services to the General Counsel and Chief Compliance Officer ("GC") and the Legal team. The Administrator will be required to handle highly confidential information, perform administrative functions, and proactively support L&C 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 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.

The Administrator reports directly to, and will support the GC. This person will be part of the L&C Legal Operations Team and serve as support and backup for the various operations team members.

This is a hybrid role, based in New York City.

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

Qualifications

Education

Bachelor's degree or equivalent experience required

Work Experience

8-10 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

Skills and Requirements

Excellent time and project management skills and ability to work well under pressure to meet strict deadlines.

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

Highly professional, with strong customer service 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.

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, ADA Requirements. 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.

A non-profit organization, IEEE is the world's leading professional association for the advancement of technology.