Legal Operations Administrator

Institute of Electrical and Electronics Engineers, Inc.; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

IEEE, Institute of Electrical and Electronics Engineers, Inc., is seeking a Legal Operations Administrator in New York City to support the General Counsel and Chief Compliance Officer and the Legal team. This hybrid role focuses on confidential administrative and legal operations tasks to enable efficient service delivery.

The role includes handling data, preparing reports, managing calendars, coordinating with finance, IT, procurement, and outside counsel, and maintaining filing systems and

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.
• 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.

Job 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