Administrator, Corporate Counsel’s Office

ASPCA • New York, NY

9d • $38 - $40 • Hybrid

About The Position

We are looking for an Administrator for the Corporate Counsel’s Office where you can make a real impact at The American Society for the Prevention of Cruelty to Animals (the “ASPCA”) by supporting the day-to-day administration of the Corporate Counsel’s Office. Working at the ASPCA means you’ll be part of an established team of experts on the frontlines to save, transform and protect the lives of millions of animals. The Corporate Counsel’s Office works across all ASPCA departments to provide legal support and policy guidance, ensuring that all of the ASPCA’s work is consistent with our organizational goals, positions, and policies and adheres to all federal, state, and local laws. The Legal Department prioritizes respect for our internal clients, business partners, colleagues and others; excellence in the work that we perform and the advice that we provide; and being present in the life-saving work of the ASPCA by showing up for our colleagues, clients, and constituents. The Administrator, Corporate Counsel’s Office should be able to manage a great number of details in a fast-paced environment with a diverse group of players. The Administrator, Corporate Counsel’s Office must be extremely well organized, flexible, proactive, resourceful, and efficient with sound judgment and terrific people skills. A high level of professionalism and discretion is crucial for this role. The Administrator, Corporate Counsel’s Office reports directly to the Senior Vice President, Deputy Chief Legal Officer and has no direct reports.

Requirements

• Ability to work in a fast-paced environment balancing multiple projects simultaneously.
• Interest in and commitment to animal welfare.
• Ability to maintain the highest level of confidentiality when handling sensitive information and issues
• Ability to respond quickly to requests
• Asks questions to identify needs that may not be stated.
• Plans, organizes, and prioritizes work.
• Presents information clearly in oral and written forms.
• Detail-oriented with a premium on accuracy.
• Ability to complete and manage work independently, including from a remote location.
• Proficiency with Microsoft Office required.
• Ability to learn new technologies and software required.
• Ability to exemplify ASPCA’s core values and behavioral competencies.
• High school degree, GED or equivalent experience required
• 5 years’ combined experience as a legal assistant required
• Experience using digital file management systems required (e.g., Box, SharePoint)
• Experience inputting, tracking and managing either legal matters in an online legal matter management system or contracts in a contract management system required
• 1 year experience managing calendars for others required
• 1 year experience planning travel for others required
• 1 year experience preparing and submitting expense reports required
• English (Required)
• High School Diploma, GED, or Equivalent Experience (Required)

Nice To Haves

• Notary, or ability to obtain a notary, preferred

Responsibilities

• Ensure all finalized contracts are fully executed.
• Ensure all fully executed contracts are saved appropriately.
• Track all metadata (e.g., party names, dates) for fully executed contracts.
• Support attorneys in tracking key contract dates, such as dates of expiration and automatic renewal.
• Input, track, and manage matters in online legal management system.
• Communicate with internal stakeholders when follow-up or other items are needed.
• Assist compliance team to finalize regulatory filings, including by securing signatures and providing follow-up to confirm receipt and processing.
• Support the team in drafting, mailing, and tracking communications.
• Maintain electronic files in an organized manner within the digital file management system.
• Assist team with calendar management.
• Assist team with travel planning.
• Prepare and submit expense reports for the team.
• Maintain a deep knowledge of the department’s priorities and workflow.
• Review administrative functions and institute process improvements to simplify and streamline.
• Monitoring team inboxes and provide support as needed.

Benefits

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED