About this role
RESPONSIBILITIES
Departmental & Executive Administrative Support
- Manage calendars y schedule global cross-functional meetings.
- Prepare presentations, meeting agendas, minutes, and executive summaries for corporate legal stakeholders.
- Serve as the main administrative point of contact for external counsel, vendor partners, and internal business units.
Intellectual Property & Trademarks Administration
- Maintain and organize the global trademark database, docketing records, and intellectual property (IP) files.
- Assist in tracking key IP deadlines, renewal dates, filing statuses, and correspondence.
- Manage documentation, power of attorney authorizations, notarizations, and legalization/apostille processes for global trademark filings.
Billing & Financial Administration
- Oversee vendor invoice processing, purchase order (PO) creation, and e-billing management for law firms and IP service providers.
- Reconcile legal department expenses, track budget allocation, and liaise with the Global Accounts Payable/Finance team to resolve billing queries.
Incentive Administration & Policy Compliance
- Support the administration and tracking of corporate incentive programs, ensuring alignment with global legal guidelines.
- Assist in organizing, reviewing, and routing legal policies, compliance documents, and project proposals for necessary internal approvals.
- Maintain digital repositories and ensure version control for legal policies, contracts, and standard templates.
QUALIFICATIONS
- 1+ years of experience as an Executive Assistant, Administrative Assistant, Project Coordinator, or Legal Assistant in a multinational corporate environment.
- Prior experience working within or supporting legal, finance, IP, or corporate governance departments is a plus.
- Fluent English required: Outstanding written and verbal communication skills to interact seamlessly with U.S. corporate leadership, global teams, and external advisors.
- High Attention to Detail: Exceptional accuracy in managing documents, dates, billing data, and global records.
- Organization & Time Management: Ability to prioritize multiple workflows, manage tight deadlines, and navigate complex global time zones.
- Confidentiality & Discretion: Demonstrated ability to handle sensitive, proprietary, and confidential corporate information with extreme discretion.
- Proactivity & Ownership: Self-starter attitude capable of anticipating needs and working independently with remote supervision.
EDUCATION AND CERTIFICATIONS
- Bachelor’s degree in Business Administration or a related field (completed, in progress, or partially completed), Executive Secretariat, Communications, or a related administrative field. (Law degree is not required).