Legal Operations Administrator

Institute of Electrical and Electronics Engineers•New York City, NY

5d•Hybrid

About The Position

As a member of IEEE’s Legal & Compliance (L&C) team, the Legal Operations Administrator provides administrative and legal operations support to the General Counsel and Chief Compliance Officer and the Legal team. The role handles highly confidential information, performs administrative functions, and proactively supports the team, including handling some matters autonomously. It helps L&C provide broad legal services efficiently, cost-effectively, and with a customer-friendly approach by focusing on the department’s operational needs. The Administrator serves as L&C’s office manager, supporting office procedures and activities that facilitate the department’s work and further IEEE’s mission, values, and goals. The position reports directly to and supports the General Counsel, and is part of the L&C Legal Operations Team, providing support and backup to other operations team members. This is a hybrid role based in New York City. The position includes 5% domestic travel. It requires a bachelor’s degree or equivalent experience and 8–10 years of relevant experience. Notary Public licensure in New York and/or New Jersey is preferred. Individuals currently serving on an IEEE board or committee are not eligible to apply. The position is not budgeted for employer-sponsored immigration support for individuals in F (including CPT and OPT), J, H, L, or O status. The role is classified as a Category I office position; work demands and conditions are described in IEEE’s ADA Requirements reference document.

Requirements

Bachelor’s degree or equivalent experience.
8–10 years of relevant experience with an in-house legal team at a large company, government organization, not-for-profit organization, or law firm.
Excellent time and project management skills and ability to work under pressure to meet strict deadlines.
Effective oral and written communication skills, including knowledge of grammar, spelling, and punctuation, and tact, diplomacy, and interpersonal skills.
Professional approach, strong customer-service orientation, and positive attitude with stakeholders.
Responsible, responsive, and reliable in a fast-paced, dynamic work environment.
Proficiency with Google Suite and Microsoft Office applications, including Word/Docs, Excel/Sheets, Access, PowerPoint/Slides, and Outlook/Gmail.
Familiarity with Internet applications and ability and willingness to learn other office technology and databases.
Excellent organizational skills, attention to detail, and ability to manage multiple projects and prioritize effectively.
Ability to interact effectively with all levels of management and communicate effectively with internal and external customers.
Ability to work collaboratively and support other L&C team members as needed.
Ability to independently identify administrative inefficiencies and suggest improvements.
Individuals currently serving on an IEEE board or committee are not eligible to apply.
The position is not budgeted for employer-sponsored immigration support for individuals in F (including CPT and OPT), J, H, L, or O status.

Nice To Haves

Notary Public licensure in New York and/or New Jersey.

Responsibilities

Provide analytical and specialized administrative support to L&C leadership, including managing logistical details and advanced administrative duties.
Support L&C leadership on cross-functional initiatives with Finance, IT, Procurement, and other departments.
Support maintenance and oversight of department policies and trainings.
Assist with developing a comprehensive continuing legal education (CLE) program as part of the professional development plan for L&C staff.
Manage and support implementation and workflow of L&C’s legal internship and fellowship programs.
Support development and implementation of the department’s strategic communications plan.
Assist with managing critical data to improve the effectiveness and efficiency of L&C initiatives.
Prepare reports from databases and spreadsheet files as requested by leadership or departmental policy.
Maintain department files, filing systems, databases, legal matter management systems, document management systems, and the document repository.
Process vendor invoices and follow up on overdue accounts; prepare and track purchase-order balances; and process petty cash and staff travel expense reimbursements.
Identify efficient and cost-effective ways to procure L&C services, identify areas for improvement, and research vendors’ pricing and turnaround times.
Coordinate with the L&C paralegal team and support staff on correspondence with outside counsel to obtain information and required documentation.
Assist in preparing, formatting, editing, and updating memoranda, letters, contracts, proposals, affidavits, and other legal materials and forms.
Assemble educational and research materials and support legal document production, including binders, exhibits, litigation backs, and affidavits of service.
Handle check requests and charge-back memos; monitor, review, and process invoices; submit receipts for reimbursement or purchase verification; and maintain vendor, charge-back, account-number, and classification information.
Maintain and prioritize attorney appointment calendars; schedule internal and external meetings; reserve conference rooms; track attendee responses; and prepare meeting documents.
Answer telephones, screen calls, and take messages for attorneys.
Respond to mail, telephone, and in-person inquiries; follow up on requests, draft correspondence or mail materials as needed, and expedite problem resolution.
Collect and assemble data and run reports to conserve supervising attorneys’ time.
Brief supervising attorneys on administrative project progress, follow up, and take action as required.
Coordinate and schedule meetings, teleconferences, and travel for supervising attorneys, and arrange meeting rooms and conference calling lines.
Maintain the legal library and related subscriptions and coordinate logistics for L&C department activities.
Serve as the first point of contact for internal and external clients, act as a liaison between L&C and other departments, and help manage team phone and email correspondence.
Address queries about routine office management and policy issues.
Manage logistics for L&C client-service activities, including booking conference rooms and managing vendors.
Help track and manage new-matter intake requests through the matter management system.
Establish, maintain, and update filing systems; protect the security, integrity, and confidentiality of L&C data; and manage archived files according to retention, retrieval, transfer, protection, and disposal procedures.
Help coordinate recruiting, hiring, and onboarding of new L&C staff.