Legal Administrative Assistant

 

PURPOSE OF THE JOB

 

The Legal Administrative Assistant provides administrative and backup paralegal support for the Vice President of Securities & Governance, Finance, M&A,  her team and the Law Department as required. This position will have contact with employees at all levels within the company and will frequently interact with senior leadership and other administrative support professionals. The successful candidate must have expertise in legal terminology, procedures and deadlines and exercise extreme confidentiality in all matters. We are seeking a motivated, organized and creative professional that will maintain a positive Owens Corning image.

 

Reports To: Vice President, Securities & Governance, Finance, M&A

 

JOB RESPONSIBILITIES

Administrative support for the VP Securities & Governance, Finance, M&A Law and Law Department

• Provide accurate and efficient maintenance of daily schedules, coordination of meetings, and T&E report processing.
• Anticipate VP needs for meetings and projects being handled in the course of the day and for those taking place during travel.
• Make travel arrangements and allocate travel expenses in accordance with accounting procedures.  Maintain passport visa deadlines and process travel visa requests for international travel. 
• Handle incoming mail and outgoing correspondence via ordinary mail, facsimile, e-mail, and/or overnight courier service and certified mail via web-based programs. 
• Provide pro-active support to track actions, deadlines and manage documents
• Process invoices, vendor requests and check requisitions
• Prepare purchase orders and check requests in accordance with proper accounting procedures, obtaining vendor numbers and appropriate approvals. 
• Send invoices through invoice management system related to purchase orders to appropriate approver according to LOA policy.
• Review paper and electronic invoices from law firms for billing guidelines conformity and maintaining necessary records to ensure compliance with auditing requirements.  
• Generate reports with regard to matter status, law firm timekeeper rates, and spending to budget status.  
• File management in conformance with established record retention guidelines.  
• Renewal of professional memberships of group members in a timely fashion and submission of reporting documentation for continuing legal education hours in accordance with required guidelines of The Supreme Court of Ohio and/or other affiliating state Bars and Commissions for legal education. Facilitate process for obtaining Corporate Status with SCO, if/when applicable. 
• Prepare reports, presentations and organize training sessions as related to the Law Department.
• Coordinate and schedule interviews internally and externally for open positions.
• Assist in completing the onboarding process of new employees (meeting and training set up, equipment, desk assignments, ordering new T&E cards, building tours, etc).
• Provide training and support to legal administrative associates as needed
• Ensure that the Law Department portrays the best possible image to all those that contact us or interfaces with us by providing prompt responses; high quality legal documents, sound solutions and effective communication
• Offer recommendations, implement solutions and utilize technical information to establish best practices and increase workflow efficiency
• Assist with recording and distributing meeting minutes as needed
• Fulfill other administrative needs and duties as assigned

Provide support to Owens Corning Paralegals

• Assist with technical paralegal duties relating to M&A, corporate, finance, governance and securities law when necessary.
• Generate/maintain resolutions for subsidiary matters, handle dividend compliance and transfer agent coordination.
• Assist in the administration of the legal entity management system (CSC)
• Assist directors and management with securities, stock exchange and general compliance issues.
• Assist in coordinatation with law department to update list of subsidiaries and work with outside accounting firm to ensure changes are properly reflected.
• Assist in management of CSC Corp invoices, certificates of good standing, banking certificates and record director and officer changes of legal entity structure
• Act as a backup to the Securities and Governance Paralegal to schedule structured transaction governance committee (STGC) meetings and provide agenda, maintain pipeline and docket, track action items on proposals, and keep records of signed proposals.
• Provide support for the Internal Non-Disclosure Agreements and other documentation needs.

 

JOB REQUIREMENTS

MINIMUM QUALIFICATIONS:

• High School diploma required, Associate’s or Bachelor’s Degree preferred.
• 5 years of experience as a Legal Assistant or related field in a Law Firm or Corporate Law Environment

 

KNOWLEDGE, SKILLS & ABILITIES:

• Strong oral and written communication skills; ability to interact across a variety of cultures
• Plan, organize and ability to effectively prioritize multiple tasks and projects and meet deadlines
• Demonstrates significant understanding of general legal terminology and legal principles. Able to craft communications on behalf of Senior Leadership in the Law Department
• Attention to detail, accuracy, and strong organizational skills.
• Ability to maintain confidentiality of sensitive communications and data.
• Strong professional, technical, and analytical skills and the aptitude to learn rapidly.
• Ability to work independently and proactively with minimal supervision and guidance, reliable in structuring work.
• Strong working knowledge of MS Office Suite including Outlook, Excel, PowerPoint, Access and Word.
• Familiarization with critical communication applications, including SharePoint and other emerging digital tools.
• Interacts in a way that builds an environment of teamwork and collaboration
• Continuous improvement mindset to increase process efficiencies
• Highly service-oriented – has a desire to do what is necessary to meet the needs of the team

 

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