The Office Manager of the Chief Legal Officer plays a pivotal role in enhancing the operational efficiency of the legal department. This position requires a strategic thinker with a comprehensive understanding of legal processes and administration. The candidate will be responsible for overseeing the daily operations of the legal team, ensuring that all administrative tasks are executed with precision and adhere to high standards of confidentiality and compliance. This role involves the management of workflows, coordination of legal documentation, and facilitation of communication between various stakeholders. The successful candidate will demonstrate exceptional leadership and organization skills, serving as a key liaison between the Chief Legal Officer and internal/external parties while managing priorities, projects, and time-sensitive tasks effectively.
Job Requirements
- A minimum of 7 years of experience in office management within a legal department or high-stakes legal environment
- Proven ability to manage complex calendars and schedules, including coordinating meetings and travel arrangements for executives
- Strong understanding of legal terminology, processes, and compliance requirements relevant to corporate law
- Excellent written and verbal communication skills in English, with the ability to draft and edit legal documents as needed
- Capacity for maintaining a high level of confidentiality and ethical standards within a legal context
- Demonstrated proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, for effective document creation and communication
- Familiarity with legal management systems and software that enhance workflow and documentation processes
- Experience in managing and mentoring junior administrative staff within a legal framework
Job Responsibilities:
- Oversee the day-to-day administrative functions of the legal department, ensuring efficiency and adherence to legal protocols.
- Coordinate the scheduling of meetings and deadlines for the Chief Legal Officer, while managing competing priorities.
- Serve as the main point of contact between the Chief Legal Officer, external counsel, and other departments, facilitating seamless communication.
- Prepare and organize legal and corporate documents, ensuring accuracy and compliance with department protocols.
- Maintain comprehensive and up-to-date filing systems for all legal documentation, both physical and electronic, ensuring easy retrieval.
- Assist in the preparation of legal briefs, presentations, and reports, compiling and analyzing necessary information for review.
- Develop and implement office policies and procedures to enhance the operational effectiveness of the legal team.
- Conduct regular assessments of office operations to identify areas for improvement and implement necessary changes.
- Manage budgets, invoicing, and financial record-keeping for the legal department, ensuring compliance with financial standards.
Required Skills:
- Exceptional organizational and multitasking skills, with the ability to prioritize tasks and manage time effectively.
- Strong analytical and problem-solving skills, demonstrating the capacity to address challenges proactively.
- High proficiency in communication, tailored to various audiences, ranging from legal professionals to non-legal stakeholders.
- Advanced skills in Microsoft Outlook, including calendar management and email communication.
- Strong interpersonal skills, fostering collaborative relationships within the legal team and across departments.
- Attention to detail and accuracy, crucial for handling sensitive legal documents and correspondence.
- Ability to work independently and collaboratively within a fast-paced environment, adapting quickly to changing priorities.
- Capability of handling confidential information with discretion and maintaining the integrity of sensitive data.
