Administrative Assistant (Legal) Job at Seqirus A CSL Company
The Opportunity
Provide high quality, efficient, confidential and comprehensive executive assistance/administrative support to the Seqirus legal department, including the Associate General Counsel (Head of Legal), Americas and team. Primary responsibility for maintenance of legal department files and records; ensure the integrity of the contract database and legal records management systems; manage the contract execution process; administrative and related services for legal department; make travel arrangements and expense management and reporting; manage legal department calendars and appointments; ensure the successful implementation and maintenance of legal systems; engage with Legal Operations concerning systems and operational requirements; meeting/site event planning and coordination; help plan Compliance training/meetings and track list of attendees.
The Role
Provide diversified legal administrative support to Seqirus Legal Department, including:
- Co-ordinates/prepares information and (non-legal) research for Americas Legal Team ;
- Research, budgeting organizing & managing events on or offsite;
- Responsible for hospitality preparation;
- Produce monthly legal expense reports;
- Coordinate internal team meetings and agendas;
- Helps greet visitors and determining access to appropriate parties;
- Prepare reports, presentations, and data and maintaining files, records and correspondence for meetings;
- Compose processing of letters, contracts and other documents;
- Produce organization charts, presentations, spread sheets;
- Coordinate vendor invoice approvals and payments;
- Post goods receipts to SAP enterprise resource system;
- First point of call for screening phone calls, enquiries and requests & handling ;
- Organize conference calls and video meetings;
- Responsible for the faxing, scanning and photocopying of documents;
- Process and distribution of inbound mail;
- Coordinate outbound mailings;
- Primary contact for maintaining inventory and office supplies and anticipates office needs;
- Track and updates as current, professional memberships and subscriptions;
- Manage calendars ; rearrange /reschedule meetings with Legal team members;
- Be a liaison for Head of Legal and members of Americas Legal Team;
- Assist when needed for departmental administrative overflow, substitute administrative support to other departments, additional administrative tasks and special projects.
- Maintain legal systems (such as Legal iNet page and document management system), including engaging with Legal Operations to ensure legal team requirements are met.
Organization and preparation of on-site, off-site, and virtual meetings and events as directed by the Head of Legal including:
- Arrange facility space;
- Issuance and coordination of event invitations;
- Procure refreshments and necessary equipment;
- Establishment / circulation of agendas and minutes.
Responsible for travel and expense management, including:
- contact for managing all correspondence related to travel arrangements with travel provider;
- Schedule travel; and address travel conflicts;
- Generate detailed itineraries, including arranging visitor offices and coordinating office support needs in global locations;
- Prepare and submit expense reports, check requests and invoice processing.
Provide support for implementation and management of global contracts management database and legal department records management, including:
- Maintain Legal Department files and assist with contracts database;
- Use contracts database to produce reports and reminders;
- Coordinate signature for finalized contracts;
- Help with new vendor setup;
- Liaise with external contract partners to obtain final contracts and update database.
Track external legal expenditure, including:
- Liaise with external vendors concerning invoice matters;
- Track Legal spend and generating external spend reports;
- Work with Accounts Payable to ensure timely payments of vendor invoices;
- Convey external legal expense information to Global Legal for budgetary purposes.
Your skills and experience
- High School diploma required; paralegal school or Associates degree a plus. Notary Public certification a plus, or willingness to obtain Notary Public certification.
- 5+ relevant administrative experience with some experience working with Legal or a related function an advantage
- Experience using and maintaining a commercially available contracts management database
Benefits: Medical, Dental, Vision, Life Insurance, 401K, and PTO available from your first day of hire.
Our Benefits
CSL Seqirus is committed to attracting and retaining world-class employees who are valued for their contributions to achieving business objectives. Learn more about some of the
benefits
you can participate in when you join CSL Seqirus.
About CSL Seqirus
CSL Seqirus is part of CSL Limited (ASX: CSL). As one of the largest influenza vaccine providers in the world, CSL Seqirus is a major contributor to the prevention of influenza globally and a transcontinental partner in pandemic preparedness. Learn more about CSL
Seqirus
.
We want CSL Seqirus to reflect the world around us
As a global organization with employees in 35+ countries, CSL embraces diversity and inclusion. Learn more about
Diversity & Inclusion
at CSL Seqirus.
Do work that matters at CSL Seqirus!
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