Executive Legal Assistant

3 weeks ago

Coral Gables, United States Fresh Del Monte Full time

Purpose of Position:

The Executive Assistant for the Legal team 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 of the department.

Accountabilities:

  • Legal Coordinators 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.
  • Conducts legal research to gather information related to cases, statutes, regulations, or precedents. This research assists attorneys in building legal arguments and making informed decisions.
  • 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.
  • Complete form with information 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 various 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, local attorneys, and key company executives 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.
  • 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.
  • Assist with internal/external auditor requests.

Minimum Skills Required:

  • A bachelor's degree in a related field, such as paralegal studies, legal studies, or a relevant discipline, is preferred.
  • 3- 5 Years prior experience working 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.
  • Possess strong Teamwork and Problem-Solving abilities.
  • Flexibility

***Please note: This position does not qualify for relocation expenses. ***

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DEL MONTE FRESH PRODUCE IS AN EEO/AA/V/H

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