Administrator - Legal

Overview

We are seeking a highly organized Legal Administrator to provide essential administrative support to the Legal Department. This role involves managing legal files, coordinating meetings and engagements, overseeing invoicing and billing processes, and maintaining legal systems.

Responsibilities

• Deliver daily administrative assistance within the Legal Department.
• Organize and preserve legal documents, contracts, and correspondence consistent with document management policies.
• Handle execution, filing, and confidential archiving of legal documents ensuring compliance.
• Manage calendars, schedule meetings, and coordinate both internal and external legal sessions.
• Draft meeting agendas, document minutes, and monitor follow-up actions.
• Oversee processing and tracking of legal invoices, external counsel fees, and departmental expenses.
• Initiate purchase requests and manage purchase orders aligning with procurement guidelines.
• Collaborate with Finance for timely invoice processing and payment reconciliations.
• Track the Legal Department's expenditure and maintain accurate financial records.
• Administer and update legal systems, contract management platforms, and databases.
• Support ongoing enhancements of legal administrative systems and workflows.
• Prepare comprehensive monthly legal reports, dashboards, and performance reviews.
• Aggregate and analyze departmental data to generate accurate management insights and key metrics.
• Ensure reports are submitted within deadlines and improve report quality through automation and data accuracy initiatives.
• Coordinate with internal teams and external legal service providers as needed.
• Maintain strict confidentiality of all legal documents and information.
• Support special projects and initiatives under the direction of the General Counsel.
• Perform additional duties as assigned.

Qualifications and Experience

• Bachelor’s degree in Business Administration, Law, Legal Studies, or related field.
• At least 3 to 5 years of administrative experience, ideally within a Legal Department or professional services setting.
• Proven experience managing invoicing, billing, and budgeting processes.
• Skilled in preparing executive reports and management dashboards.
• Familiarity with document management, contract management systems, or ERP tools (preferably SAP or equivalent).

Key Competencies

• Exceptional organizational and multitasking capabilities.
• Strong analytical and reporting skills with meticulous attention to detail.
• Advanced knowledge of Microsoft Excel, PowerPoint, and Word.
• Experience creating reports for senior and executive leadership.
• Ability to manage competing priorities and meet stringent deadlines.
• Excellent communication skills, both written and oral.
• High ethical standards with confidentiality and integrity.
• Familiarity with reporting tools such as Power BI is an advantage.
• Demonstrated skills in planning, organizing, accountability, customer focus, and communications.