Corporate Law Coordinator

International Paper•Memphis, TN

10d•$60,000 - $69,000•Onsite

About The Position

This role provides comprehensive and critical team-oriented secretarial and administrative support to attorneys, paralegals, and department leadership within the corporate legal department. The coordinator will be responsible for preparing, reviewing, formatting, and proofreading legal and business documents, presentations, spreadsheets, and correspondence. A key aspect of the role involves developing and enhancing department processes and workflows to improve efficiency and streamline information gathering. The position also entails managing department operations, including calendar management, meeting scheduling, and coordinating with IT for technology troubleshooting. Additionally, the role involves end-to-end processing of legal department invoices, managing vendor relationships, and coordinating logistics for Board of Directors meetings, including travel arrangements and expense processing.

Requirements

Must have a minimum of five years’ experience working in a professional office environment, preferably in the legal field.
Must be able to work collaboratively with others.
Must have very strong computer skills and be proficient using MS Word, PowerPoint and Excel.
Strong grammar skills required.
Must be a self-starter and possess the ability to follow through to completion on projects and processes.
Must exhibit extremely high degree of professionalism, as position requires interaction with company senior executives, board members and important guests.
Discretion and the ability to keep confidences are essential to this position, as position requires work on and exposure to highly confidential and sensitive matters.
Must be able to work in a fast paced, high-energy office environment using multitasking skills.
Must be willing to learn new legal processes.

Nice To Haves

Bachelor’s or associate degree preferred.
Working knowledge of general legal processes and terminology preferred.

Responsibilities

Provides comprehensive and critical team-oriented secretarial and administrative support to attorneys, paralegals and department leadership, including preparing, reviewing, formatting, and proofreading legal and business documents, presentations, spreadsheets, and correspondence.
Develop and enhance department processes and workflows to improve efficiency, streamline information gathering, and support effective collaboration with internal clients.
Create, maintain, and distribute standardized templates, forms, notices, onboarding materials, and other corporate legal documentation, including support for blackout/open window communications and proxy statement reviews.
Coordinate department operations, including calendar management, meeting scheduling, conference room reservations, catering arrangements, and Adobe Sign request administration.
Generate and analyze reports from SAP and other business systems, including processing quarterly chargeback reports and supporting departmental reporting requirements.
Manage records and office administration activities, including document retention, archiving, maintenance of hard-copy files, notary services, and department supply management.
Service as a key resource for day-to-day departmental support by troubleshooting technology issues, coordinating with IT, and ensuring smooth execution of administrative and operational activities.
Arrange travel for attorneys, as required.
Allocate expenses and prepare expense reports in Concur for departmental members.
Manage the end-to-end processing of legal department invoices across multiple payment platforms (SAP, Ariba, T360, wire transfers, and purchase orders), ensuring compliance with company policies, vendor agreements, and payment procedures.
Review and reconcile invoices, payment records, and billing documentation to verify accuracy, prevent duplicate payments, resolve discrepancies, and confirm timely payment of vendor services.
Administer legal matter management and financial systems by establishing and maintaining matters in T360 and creating, updating, and monitoring purchase orders for external service providers, settlements, and director compensation.
Serve as the primary liaison between the Legal Department, vendors, sourcing, and shared services teams to facilitate vendor onboarding, contract and statement-of-work (SOW) collection, invoice processing, payment inquiries, and issue resolution.
Coordinate vendor profile setup and maintenance by gathering required documentation, submitting information for system registration, and partnering with internal stakeholders to address questions and ensure data accuracy.
Maintain expertise in legal operations processes and payment workflows, providing guidance to vendors and internal clients while supporting efficient financial administration and vendor management across the Legal Department.
Coordinate end-to-end logistics for Board of Directors meetings, including travel arrangements, airfare, ground transportation, hotel accommodations, and ongoing communication with board members.
Manage and troubleshoot meeting-related travel and scheduling issues, ensuring seamless support before, during, and after board meetings.
Assist with board meeting execution by coordinating catering, servicing as a co-host, and providing onsite support to board members and attendees.
Process and reconcile invoices associated with board meeting planning, travel, lodging, transportation, and other related expenses.
Prepare and process board member travel reimbursements, ensuring timely and accurate reimbursement of approved expenses.