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Legal Secretary
Job Description
40 hour work week on site, Monday to Friday
If and when the position transitions to Direct Hire the position will become hybrid
Part of a 5 person legal support team with 11+ attorneys in a Corporate setting for a large Japanese owned multinational corporationÂ
Business casual - sorry no jeans except Fridays
POSITION SUMMARY:
Under direct supervision, provides administrative, clerical and secretarial support to the General Counsel and Legal Department professionals.
The essential functions of the position include, but are not limited to the following:
- Manage, organize, and maintain documents in paper or electronic filing systems.
- Assist with the administration of export licenses under the supervision of the department’s export-control counsel.
- Assist with the administration of the various aspects of the legal compliance program, including third party due diligence.Â
- Provide administrative support in filing UCC documents and assist in renewing/maintaining the same.
- Coordinate travel arrangements for the professional staff.
- Order and maintain office supplies.
- Liaise with the Information Technology department relative to computer and technology matters.
- Prepare first drafts of minutes of legal compliance committees and other meetings; proofread final minutes.
- Maintain a master record of all legal compliance activity.
- Prepare MS Teams Forms, Excel, Word and PowerPoint documents.
- Assist in special projects, as needed.
- Answer telephone, screen and route calls, take messages.
- Prepare expense reports for employee reimbursement for the professional staff both internally and outside of headquarters.
- Process payments for outside counsel billing and departmental expenses.
- Administer calendars, schedule appointments, and coordinate meetings.
- Prepare first drafts of and proofread and format final versions of various reports, agreements, and other documents.
- Perform other duties as assigned.
EDUCATION AND EXPERIENCE:
- Bachelor of Arts degree strongly preferred.
- 3-5 years of administrative experience, preferably in a law firm, corporate law department or other professional setting.
- Expert skills in MS Teams, Sharepoint, Word, Excel and PowerPoint.
- Excellent computer skills, including high typing speed.
- Excellent organizational and oral and written communication skills.
- Detail oriented and able to work independently.
- Ability to work in a flexible, multi-cultural environment.
- Oral and written Spanish, Portuguese or Japanese skills a plus.
Meet Your Recruiter
Randi Carlson
Principal, Strategic Staffing,- Executive Search
As a partner with Mattson Resources, my focus is Executive Search and Business Development. My passion is People and building client - candidate partnerships. My joy is understanding our client’s company culture and the scope of each search request to make a perfect hire. I thrive to be a trusted resource to both my client and candidate. On-boarding top tier clients and working with career professionals to assist them in their job search has been a rewarding career. Mattson opened in 2007 with 5 employees, we have expanded our services and currently offer 5 specialty recruiting Divisions, Executive Search, Engineering, IT, Accounting, Office Professional and Skilled Technical. It brings me much joy and satisfaction to be recognized as one of Orange County’s top Search firms year after year!
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