Manager, Legal Administration

Ultimus; Hauppauge (NY); On-site; USD 100,000 - 180,000; Full time

Job summary

Ultimus is seeking a Manager of Legal Administration in Hauppauge, NY to lead a team of paralegals and provide governance support for mutual fund clients.

Responsibilities include preparing SEC filings, board materials, and coordinating with fund counsel while mentoring associates and overseeing regulatory calendars. A solid background in corporate legal admin and the Investment Company Act is required.

Qualifications

• Bachelor's degree required.
• Paralegal certificate required.
• 5+ years paralegal or legal administration experience in corporate or law firm environments.
• 5+ years of experience with the Investment Company Act of 1940.
• 1–2 years of management and leadership experience.

Responsibilities

• Train and develop associates to maximize productivity, innovation, and teamwork.
• Prepare client registration statements and other SEC filings.
• Prepare and distribute client board and committee materials, agendas, exhibits, reports, and resolutions.
• Attend board and committee meetings by phone or in person to record notes.
• Coordinate with clients, fund counsel, and internal teams to resolve fund issues.
• Maintain governing documents and regulatory calendars; oversee filing processes.
• Lead and assist with legal administration projects as needed.

Skills

Paralegal management

Team leadership

Client service

Training others

Judgement

Multitasking

Attention to detail

Education

Bachelor's degree

Paralegal certificate

5+ years paralegal/legal admin experience

5+ years Investment Company Act experience

1-2 years management experience

Job description

SUMMARY

The Manager, Legal Administration leads the provision of legal administration services for Ultimus' mutual fund clients. Additionally, this role manages a team of paralegals that prepares board materials and regulatory filings, manages regulatory calendars, provides general legal, filing and governance support, and oversees other client-related matters. This role is also responsible for providing the same legal administration services to clients.

KEY ACCOUNTABILITIES

Assists in training and developing associates to maximize productivity, innovation, and teamwork; serves as a resource regarding legal, administrative, or operational issues. Monitors, delegates, and assigns paralegal manager and paralegal work based on skills, performance objectives, and development opportunities, as well as client and department demands and priorities. Prepares client registration statement updates. Prepares other client SEC filings and forms. Prepares and distributes client board and committee materials (including agendas, exhibits, reports, and resolutions). Prepares minutes of client board and committee meetings. Attends board and committee meetings by telephone or, if the client requests, in person, to record notes, as needed. Coordinates with clients, fund counsel, internal teams, and other fund service providers with respect to fund issues and assists with the resolution of client issues. Maintains contractual agreements and corporate governance documents. Manages regulatory calendars and filing processes. Assists in the development and oversight of legal administration procedures relating to board meetings, corporate governance, and SEC filings. Leads and assists with projects, as needed.

PERSONNEL MANAGEMENT

Manages associates within department including, but not limited to, hiring, training, and developing associates, delegating work assignments, writing, and conducting performance appraisals, salary recommendations, coaching and counseling, and administering corrective actions. Conducts one-on-one and team meetings with associates on a regular basis to discuss new procedures, problems, and issues. Establishes team and individual goals for department. Fosters performance of associates and the processes used by them; holds the associates accountable for their work.

WORKING RELATIONSHIPS

Serves as a primary legal contact for designated clients and a diplomat for Ultimus. Mentors associates through instruction, coaching, providing real-time on-the-job experiences, modeling effective practices, and advising on methods used. Contact as needed with clients regarding general information, resolution of issues, inquiries, or reporting requirements. Contact with members of team and internal teams regarding follow-up on inquiries, open workflow, etc. May perform other duties as required and assigned.

EDUCATION AND EXPERIENCE

• A bachelor's degree from an accredited college or university.
• A paralegal certificate from an accredited school, college, or university.
• 5+ years of paralegal or legal administration experience in a corporate or law firm environment.
• 5+ years of experience with the Investment Company Act of 1940.
• 1-2 years of management and leadership experience.
• Equivalent education and experience will be considered.

KNOWLEDGE

• Day-to-day legal administration services provided by Ultimus.
• Relevant statutes and rules relating to the core job functions.
• Financial services industry.
• Investment Company Act of 1940.
• Microsoft Office Suite.
• Adobe Acrobat.

SKILLS AND ABILITIES

• Strong client service skills with an aptitude to understand the clients' basic legal needs and how they are related to the clients' business needs.
• Training skills and a desire to train others.
• Works with minimum direction from an attorney.
• Exercises good judgement.
• Aligns associates with company values and goals.
• Plans and delegates the work of others.
• Motivates and inspires others.
• Assesses the performance of self and associates to make improvements or take corrective action.
• Plans and develops systems and procedures to improve operating quality and efficiency of department in accordance with company policies and procedures.
• Troubleshoots issues utilizing creative and critical thinking skills.
• Multitasking, analytical, and organizational skills.
• Initiative-taking, strategic, and meticulous approaches with a strong commitment to quality, efficiency, and effectiveness.
• Demonstrates personal integrity, responsibility, and accountability.
• Effectively uses resources such as time and information in conjunction with associates.
• Participates in solving problems and making decisions.
• Presents and expresses ideas and information, written and oral, clearly, and concisely.
• Actively listens to others to achieve understanding and supports an open exchange of ideas and information.
• Identifies needs, arranges for, and obtains resources to accomplish individual and department goals.
• Establishes and develops effective working relationships with associates and clientele during both favorable and unfavorable situations.
• Modifies team and individual priorities and deadlines in response to added information, changing conditions, or unexpected obstacles and ensures completion.