Executive Assistant, Legal

Del Monte Foods•Coral Gables, FL

23d

About The Position

Purpose of Position: The Legal, Executive Assistant plays a crucial role in supporting the Global legal Department in HQ. The position is responsible for assisting with various administrative and legal tasks to ensure the efficient operation the department.

Requirements

A bachelor's degree in a related field, such as paralegal studies, legal studies, or a relevant discipline, is preferred.
Commissioned as a notary public in Florida.
5 Years prior experience working as a paralegal or in a legal support role.
Strong understanding of legal procedures, regulations, and court rules.
Proficiency in Microsoft Office, legal research databases, and DocuSign.
Effective written and verbal communication skills.
Proficiency in Organizational and research skills.
Posses strong Teamwork and Problem Solving abilities.
Flexibility

Responsibilities

Legal Assistants are responsible for organizing and managing legal documents, including contracts, court filings, briefs, litigation holds, eDiscovery and other legal matters. This may involve creating and maintaining filing systems, tracking document versions, and ensuring documents are easily accessible.
Schedules appointments and meetings for the general counsel and attorneys, ensuring they are aware of their upcoming obligations and deadlines.
Assists in drafting, formatting, and proofreading legal documents such as contracts, affidavits, and pleadings. They ensure that documents are correctly formatted and comply with legal standards.
Drafting NDA s and routing for signatures and saving them in DocuSign CLM
Handles sensitive and confidential information, must maintain strict confidentiality and follow ethical guidelines.
Provides general administrative support, such as taking messages, managing office supplies, and assisting with office operations, including sending out US mail and overnight correspondences.
Works closely with attorneys, and other legal professionals to provide support and maintain a smooth, functioning legal team.
Notarizes documents for the company, which includes verifying the identity of signatories, witnessing signatures, and applying an official notary seal. Confirm that the notarized/apostilled documents meet global legal requirements (including Certifications for internal departments).
Work with registered agents to file corporate annual reports and maintain accurate corporate governance records
Confirm with respective business locations to ensure accurate information is conveyed for renewals of business licenses
Partner with the internal Tax department to ensure the accuracy of information submitted for renewals of business taxes, franchise sales taxes, etc.
Review invoices received against Billing Guidelines before processing for payment, provide payment information upon request to vendors and setup new vendors as needed
Create travel arrangements and expense reports for general counsel and local attorneys as requested
Prepare and submit IT access forms for approval as needed
Work with Legal Operations and General Counsel to print, compile and prepare meeting books for Board of Directors quarterly meetings
Process reimbursement of expenses for Board of Directors
Records management: prepare hard copies for archiving as designated by attorneys, create records transfer list and work with the Records Analyst to coordinate transfer to archives and/call back boxes from the retention list as needed
Ability to provide CEO support when needed
Assist with internal/external auditor requests
MISC projects as assigned.