Legal Assistant

3 weeks ago

White Plains, New York, United States HEINEKEN USA Full time
Job Summary

The Legal Assistant will provide high-level administrative support to the General Counsel and Chief People Officer of Heineken USA, as well as their teams. This role involves managing legal documentation and compliance, fostering effective communication and collaboration among departments, and ensuring the organization operates smoothly and in alignment with its legal obligations.

Key Responsibilities
  • Provide administrative support, including travel arrangements, expense reports, invoices, meeting coordination, and administration of voice/email/mail.
  • Manage calendars, requiring interaction with domestic and international internal and external stakeholders.
  • Review, code, and process outside counsel invoices for payment, including verification against outside counsel policies; communicate with outside counsel and internal legal team members to resolve issues.
  • Prepare legal budget reports for each period, quarter, and year; track monthly expenditures to budget.
  • Arrange travel plans and prepare and submit expense reports in a timely manner.
  • Establish and maintain paper and electronic files and filing systems in accordance with document retention policy.
  • Format, prepare, and finalize documents for attorney review.
  • Support management of complex and confidential records, including managing SharePoint sites and creating electronic filing systems.
  • Communicate effectively with internal/external sources (business, teams, consultants, other advisors).
  • Responsible for a substantial volume of data organization and manipulation that requires thoughtfulness and attention to detail.
  • Prepare, review, and summarize various reports and documents. Retrieve data from appropriate systems; input into spreadsheets; check for accuracy of figures; analyze information and issues reports.
  • Tracking legal compliance commercial training attendance and appropriate follow-ups.
Requirements
  • Must possess at least 4 years of in-house legal department or law firm experience.
  • Experience supporting C-Suite level executives is preferred.
  • Extremely organized with an impeccable attention to detail.
  • Must possess business acumen and apply critical thinking and analysis.
  • Maintains strict confidentiality and professionalism.
  • Keen interpersonal and communication skills (written and verbal).
  • Tech savvy, with proficient knowledge in Microsoft Office such as Teams, PowerPoint, Excel, Word, SharePoint, and DocuSign. Experience using Ironclad a plus.
  • Proven ability to be resourceful, exercise initiative and sound judgment.
  • Demonstrated ability to be flexible and adaptable to changing environments.
  • Demonstrated ability to work independently, organize and establish priorities.

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