Legal Operations Administrator

IEEE•New York, 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 (GC) and the Legal team. The role handles highly confidential information, performs administrative functions, and proactively supports L&C, including handling some matters autonomously. It focuses on the department’s operational needs and serves as office manager for L&C, supporting office procedures that help the department operate seamlessly and further IEEE’s mission, values, and goals. The Administrator reports directly to and supports the GC, and is part of the L&C Legal Operations Team, providing support and backup to other operations team members. This is a hybrid position based in New York City, with 5% domestic travel.

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, including the ability to work under pressure and meet strict deadlines.
Effective oral and written communication skills, including knowledge of grammar, spelling, and punctuation, and tact, diplomacy, and interpersonal skills.
Highly professional, with strong customer service and a positive attitude toward stakeholders.
Responsible, responsive, and reliable in a fast-paced, dynamic work environment.
Proficiency with Google Suite and Microsoft Office applications, such as 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 and prioritize multiple projects.
Ability to interact effectively with all levels of management and communicate effectively with internal and external customers.
Ability to work collaboratively and support 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, including for persons in F (CPT or 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 cross-functional initiatives with Finance, IT, Procurement, and other departments.
Support maintenance and oversight of department policies and trainings.
Assist in developing a comprehensive CLE program as part of the professional development plan for L&C staff.
Manage and support implementation and workflow of L&C legal internship and fellowship programs.
Support development and implementation of the department’s strategic communications plan.
Assist with managing critical data and prepare reports from databases and spreadsheet files.
Maintain L&C files, filing systems, databases, legal matter management systems, document management systems, and the department document repository.
Research vendors and procurement options for efficiency and cost effectiveness; process invoices, follow up on overdue accounts, track purchase order balances, and process petty cash and travel reimbursements.
Coordinate with the L&C paralegal team and support staff on correspondence with outside counsel to obtain information and documentation.
Assist with preparing, formatting, editing, and updating materials, legal documents, and forms, including memoranda, letters, contracts, proposals, and affidavits.
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; and maintain vendor, charge-back, account number, and classification information.
Maintain and prioritize attorneys’ appointment calendars; schedule internal and external meetings, reserve conference rooms, track attendee responses, and prepare meeting documents.
Answer and screen telephone calls, take messages, respond to inquiries, draft requested correspondence, mail requested materials, and follow up to resolve issues.
Collect and assemble data and run reports to conserve supervising attorneys’ time; brief them on administrative project progress and take follow-up action as required.
Coordinate meetings, teleconferences, and travel; arrange meeting rooms and conference calling lines.
Maintain the legal library and subscriptions; coordinate department activities and client-service logistics, including conference rooms and vendors.
Represent L&C as a first point of contact for internal and external clients, liaise with other departments, and help manage team phone and email correspondence.
Address routine office management and policy queries.
Track and manage intake requests for new matters through the matter management system.
Maintain and update filing systems; safeguard 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.