Legal Administrative Assistant
Job Description
Position Purpose
Under limited direction, anticipates and executes administrative deliverables of department. Performs advanced administrative functions that support the needs of internal and external customers.
Principal Accountabilities
In addition to following McDonald’s policies and procedures, principal accountabilities include, but are not limited to:
Provide full suite of administrative support to Corporate VP – IDLBFC, including but not limited to:
·Travel arrangements – flight, accommodation, land transport, meeting agenda, travel itinerary, visas
·Calendar and address book management
·Prepare expense reports
·Vet all expense reports that require VP’s approval
·Communications – assist to distribute emails/information to relevant stakeholders as and when required
·Prepare meeting materials/folders as and when required
Provide administrative support to Directors/Senior Directors:
·Arrange for local and overseas airport transfers
Meeting Coordination:
·Schedule regular team virtual meetings among team members located in multiple locations and time zones
·Prepare meeting agenda and distribute agenda prior to meetings
·Attend and facilitate virtual team meetings
·Full administrative support for face-to-face team meetings – venue, attendance, agenda, materials, meals, technology and other logistical matters
Team Budget/Financials:
·Process invoices for payment
·Verify expenses claimed on vendor invoices against receipts
·Track spend on team budget, and external legal spend charged to projects and markets
·Track and report on savings
·Reconcile actuals on a regular basis, in particular the areas of external legal fees, travel and mobile/conference call charges
·Following directions of VP and in consultation with team members, assist with year-end accruals, budget projections and reviews
·Follow up closely with vendors on accurate and timely billing
·Be familiar with invoicing/payment system and budgeting online tool
Compliance Screening – assist in providing information to Global Compliance for compliance screenings
Reports – collate and coordinate completion of various periodic reports:
·Monthly legal report
·Quarterly Litigation Due Diligence and Sub-certifications
Systems and technology:
·Act as the SME and knowledge source to the team for various systems and new programs deployed, such as Skype for Business, online expense/invoice tool, online travel booking tool, Sharepoint, conferencing tools, etc.
Other general administrative duties:
·Maintain team calendar
·Order office supplies via receptionist as and when needed
·Distribution of mail and meal vouchers
·Maintain and update department organizational chart and contact lists
Responsibilities
Critical Global Competencies:
·Able to work and communicate effectively with professional-level individuals based in different locations and time zones.
·Able to balance conflicting priorities.
·Uses technology appropriately.
·Understands team's goals, contributes to the team's success by being an active participant and promotes a shared responsibility for achieving results.
·Assists the team in identifying opportunities to improve communication within and outside the group.
·Participates in the training of new employees within the department.
·Leads the team in the use of and application of software programs such as Word, Excel, PowerPoint, Team Connect, Virtual Premise etc.
Critical Legal Competencies:
·Demonstrates professional integrity. Exercises good judgment in handling sensitive information.
·Maintains knowledge of appropriate software packages.
·Communicates information effectively in a clear and concise manner.
Reporting:
·This position will report to the Corporate VP - IDLFBC
Minimum Requirements
Minimum Requirements:
Please Note: For this role, we will not be able to offer relocation assistance or immigration sponsorship
·High School or equivalent experience required, including typing and other business related courses.
·Minimum of five years prior administrative experience required (legal experience and project management experience a plus).
·Proven ability managing a busy calendar.
·Experience coordinating travel.