Legal Executive Assistant

About us:
Veolia Water Technologies & Solutions (VWTS) is a worldwide leader in water recovery, treatment, and reuse. We design and supply a range of water systems, from food and beverage applications, to municipal water, to microelectronics ultrapure water and heavy industrial wastewater treatment. We serve more than 50,000 customers worldwide and treat more than 11 million cubic meters of water every day. We simply aim to be the benchmark company for ecological transformation across the world.

At WTS, we realize diverse teams make smarter decisions, deliver better results, and build stronger communities. We are an organization that champions diversity and inclusion at every rung of the ladder and are proud to be an equal opportunity workplace. We offer challenging and meaningful careers, with competitive benefits and flexible work arrangements.

Job Summary:
Veolia Water Technologies and Solutions has a fantastic opportunity available for a skilled legal executive professional to join our team as a Legal Executive Assistant. The Legal Executive Assistant will work closely with our Chief Legal Officer. The role requires strong organizational skills, attention to detail, and proficiency in various internal systems. The position serves as a key support function, interfacing with multiple departments and managing confidential information while ensuring smooth administrative operations.

This is a hybrid role in Trevose, PA working on-site 3 days/ week and 2 days/ week remote.

Key Characteristics
● Attention to Detail - This is critical as the role involves handling sensitive legal documents, managing multiple financial transactions (invoices, POs, credit cards), ensuring accurate document distribution, and following specific procedures for various tasks like vendor setup and document processing.
● Organizational Skills - The position requires managing multiple systems (SAP, Concur, LATIS, Google Docs), maintaining various filing systems, and tracking litigation documents
● Process Compliance/Follow-through - The job requires strict adherence to specific procedures for different tasks, from handling bankruptcy notices to insurance certificates, vendor setup requirements, and corporate seal usage. 

Duties & Responsibilities:
● Process and distribute legal notices, including bankruptcy notices and business license renewals
● Maintain and update litigation tracking system in both Google Docs and Galexy
● Handle confidential documents including corporate seals and non-compete agreements
● Coordinate third-party agreement processing and maintain proper documentation Financial Management & Systems
● Process and track legal team invoices through dedicated channels
● Manage vendor onboarding, including documentation verification and system setup
● Execute purchase order processing through SAP and LATIS systems
● Oversee company credit card management (AMEX and Mastercard)
● Review and process insurance certificates

● Coordinate executive travel arrangements through NEO/Concur systems
● Process expense reports through both standard and French Concur platforms
● Manage office supply procurement through designated platforms
● Document quarterly CRB meetings and distribute minutes
● Handle Federal Express shipments and maintain shipping records Compliance & Quality Control
● Ensure accurate processing and filing of all legal documentation
● Maintain proper documentation trails for all financial transactions
● Follow established procedures for document verification and distribution
● Adhere to company policies regarding confidential information handling
● Strong understanding of legal concepts and knowledge of Compliance Laws
● High integrity and excellent business acumen and judgement. Ability to translate complex legal matters for non-legal audiences
● Excellent analytical skills with high attention to detail and accuracy
● Inclusive: Passionate for working in different cultures and environments, in a collaborative organization with a diversity team.
● Team Player: Ability to work with others toward a shared goal, participating actively, accountable and committed to the entire team respecting peers, leadership, stakeholders, and clients.
● Inspirational: Excellent oral and written communication skills: Communicate clearly and professionally with Finance and non-Finance professionals within the organization being able to inspire others.
● Decision Maker: Challenge the status quo and make decisions based on your role to be an effective problem solver and use critical thinking skills to find new ideas and connect them to provide the best practices and tools to our stakeholders and clients.
● Flexibility: Adapt and respond to the changing environment and to constructively create opportunities for change through active participation.

Education & Experience Required:
● Bachelor's degree from an accredited college or university
● 3+ years of paralegal experience
● 5+ years of demonstrated office management experience
● English language fluency, French or Spanish-speaking is a plus
● Advanced proficiency in business software applications (Google Workspace, SAP, and enterprise systems, Concur)
● Must have a hands-on approach and success in working in a team-based environment
● Self-confident to make sound independent decisions.
● High level of integrity and ability to handle sensitive, confidential, and proprietary information

Working Conditions
● This is a hybrid position of 3 days/ week in the office and 2 days/ week working remotely.
● 5% annual travel maximum

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.