Legal Assistant

4 weeks ago

White Plains, New York, United States HEINEKEN USA Full time
Job Title: Assistant Legal

The Legal Assistant will provide critical support to the General Council and Chief People Officer of Heineken USA, as well as their teams. This role involves not only managing legal documentation and compliance but also fostering effective communication and collaboration among the departments. With an understanding of corporate policies and a commitment to supporting both legal and people team initiatives, the legal assistant ensures that the organization operates smoothly and in alignment with its legal obligations.

Key Responsibilities:
  • Provide high-level administrative support, including travel arrangements, expense reports, invoices, meeting coordination, and administration of voice/email/mail.
  • Responsible for calendar management, requiring interaction with domestic and international internal and external stakeholders.
  • Reviews, codes, and processes outside counsel invoices for payment, including verification against outside counsel policies; communicates with outside counsel and internal legal team members to resolve issues.
  • Prepares legal budget reports for each period, quarter, and year; tracks monthly expenditures to budget.
  • Arrange travel plans and prepare and submit expense reports in a timely manner.
  • Establishes and maintains paper and electronic files and filing systems in accordance with document retention policy.
  • Legal document preparation: Format, prepare, and finalize documents for attorney review.
  • Support management of complex and confidential records, including managing SharePoint sites and create 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.
  • Prioritize and manage multiple assignments and/or projects simultaneously, often under time constraints, and follow through on issues in a timely manner.
  • Maintaining a high level of confidentiality and privacy.
Qualifications:
  • 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.
  • Salary Range - $80,000 - $100,000.

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