Summary:

The Administrative Assistant will provide high-level and administrative support to the Corporate Legal Team, including the Chief Legal Officer. This position will handle a wide range of administrative and executive support-related tasks and may assist in other legal projects. Reports directly to the Chief Legal Officer

This position pays $50,000 - $65,000 per year.

Invoicing/Check Requests/Expense Tracking

• All aspects of check and payment requests, including submitting invoices and check requests for all Legal Dept. payments, such as law firm vendors, software vendors, business/health licenses, wire transfers, etc.
• Assists with vendor set-up process
• Tracks all outside counsel expenses and invoices and validates department spend analysis
• Tracks all legal settlements

General Administration

• Assists GC and team with general meeting scheduling and executive meeting scheduling, including coordinating with other executive assistants to arrange executive team meetings or scheduling conference spaces
• Copying, printing, expense reimbursements, etc.
• Supports Legal team and coordinating with other department team members regarding paper filing related to hard copies of contracts
• Supports Legal team in conversion from paper to electronic files to realize paperless initiative
• Prepares UPS/FedEx shipments
• Faxes documents via eFax or other means

Project Support

• Corporate and licensing
• Prepares project binders for team members as necessary
• Assists with auditing electronic files against paper files to ensure database is complete and accurate
• Fleet Vehicle Assistance – manages list of leased vehicles and checking VIN numbers with Operations at least annually and confirm insurance coverage
• Insurance Certificates – uploads insurance certificates to contracts database for tracking. Track and obtain expired certificates of insurance from applicable locations.
• Tracks company compliance training

Document Management

• Converts standard PDF documents to searchable PDF documents
• Assists team members with various stages of document review and storage, such as separating one PDF into multiple files to compare contract exhibits separate from contract terms, etc.
• Assists team with contract database activities, such as downloading and distributing documents from the contract database for other department team members
• Supports team members with document uploads into contract database
• Prepares contracts for upload, saves documents as text searchable PDF with correct company naming convention

Forms

• Assists with form completion such as IT forms to set up internet connection for operations site location, large national brand forms, utility forms, and communicating and coordinating with unit teams to obtain specific details to complete forms
• Monitors Company Initiative Programs as required

Obtaining Signatures/Adobe Sign

• Ensures contracts are complete and ready for signature
• Uploads documents to Adobe Sign for signature
• Submits legal department approved documents to executive signatories when originals are required

Qualifications

• Bachelor’s degree from an accredited university or college
• 0-3 years of experience as a legal assistant in a law firm or in-house corporate law department
• Strong academic credentials
• Strong capability with office technology - Microsoft Office 365 (Word, Excel, PowerPoint, Teams, etc.) and Adobe

Preferred

• Contract management certification
• Experience with various types of commercial transactions, contracts, or agreements
• Hands-on working experience with contract management software and database systems

SSP America is an equal opportunity employer and does not unlawfully discriminate against team members and applicants for employment on the basis of race, color, ancestry, national origin, citizenship, age, physical or mental disability, medical condition, pregnancy, religion, sex, gender, gender identity, gender expression, marital status, sexual orientation, protected U.S. military or veteran status, political affiliation, genetic information, union activity or any other bases protected by law. All SSP America, Inc. employees, other workers and representatives are prohibited from engaging in unlawful discrimination.