Administrator, Corporate Counsel’s Office

Summary:

We are looking for an Administrator for the Corporate Counsel’s Office where you can make a real impact at The American Society for the Prevention of Cruelty to Animals (the “ASPCA”) by supporting the day-to-day administration of the Corporate Counsel’s Office. Working at the ASPCA means you’ll be part of an established team of experts on the frontlines to save, transform and protect the lives of millions of animals.  

Who We Are

The Corporate Counsel’s Office works across all ASPCA departments to provide legal support and policy guidance, ensuring that all of the ASPCA’s work is consistent with our organizational goals, positions, and policies and adheres to all federal, state, and local laws.  The Legal Department prioritizes respect for our internal clients, business partners, colleagues and others; excellence in the work that we perform and the advice that we provide; and being present in the life-saving work of the ASPCA by showing up for our colleagues, clients, and constituents.

What You’ll Do

The Administrator, Corporate Counsel’s Office should be able to manage a great number of details in a fast-paced environment with a diverse group of players.  The Administrator, Corporate Counsel’s Office must be extremely well organized, flexible, proactive, resourceful, and efficient with sound judgment and terrific people skills.  A high level of professionalism and discretion is crucial for this role.

The Administrator, Corporate Counsel’s Office reports directly to the Senior Vice President, Deputy Chief Legal Officer and has no direct reports.

Where and When You’ll Work

This position provides the ability to work remotely up to four days per week, with approximately one day per week on site. It requires the ability and willingness to travel up to 5% annually, as needed, and is open to all eligible candidates based within the United States.

What You'll Get

Compensation

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.

• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.

• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.

• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

Responsibilities:

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

Administrative Management of Contracts

• Ensure all finalized contracts are fully executed.
• Ensure all fully executed contracts are saved appropriately.
• Track all metadata (e.g., party names, dates) for fully executed contracts.
• Support attorneys in tracking key contract dates, such as dates of expiration and automatic renewal.

Matter Management

• Input, track, and manage matters in online legal management system.
• Communicate with internal stakeholders when follow-up or other items are needed.
• Assist compliance team to finalize regulatory filings, including by securing signatures and providing follow-up to confirm receipt and processing.

General Administrative Support

• Support the team in drafting, mailing, and tracking communications.
• Maintain electronic files in an organized manner within the digital file management system.
• Assist team with calendar management.
• Assist team with travel planning.
• Prepare and submit expense reports for the team.
• Maintain a deep knowledge of the department’s priorities and workflow.
• Review administrative functions and institute process improvements to simplify and streamline.
• Monitoring team inboxes and provide support as needed.

Qualifications:

• Ability to work in a fast-paced environment balancing multiple projects simultaneously.
• Interest in and commitment to animal welfare.
• Ability to maintain the highest level of confidentiality when handling sensitive information and issues
• Ability to respond quickly to requests
• Notary, or ability to obtain a notary, preferred
• Asks questions to identify needs that may not be stated.
• Plans, organizes, and prioritizes work.
• Presents information clearly in oral and written forms.
• Detail-oriented with a premium on accuracy.
• Ability to complete and manage work independently, including from a remote location.
• Proficiency with Microsoft Office required.
• Ability to learn new technologies and software required.
• Ability to exemplify ASPCA’s core values and behavioral competencies.

Education and Work Experience:

• High school degree, GED or equivalent experience required
• 5 years’ combined experience as a legal assistant required
• Experience using digital file management systems required (e.g., Box, SharePoint)
• Experience inputting, tracking and managing either legal matters in an online legal matter management system or contracts in a contract management system required
• 1 year experience managing calendars for others required
• 1 year experience planning travel for others required
• 1 year experience preparing and submitting expense reports required

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Education and Work Experience: