Job Description

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).