Legal Assistant / Senior Legal Assistant

Responsibilities

Corporate Governance and Administrative Responsibilities 

• Manage calendars, schedules, and travel arrangements, including visa applications and expense processing

• Organize meetings and conference calls; prepare related documents and presentations

• Maintain physical and electronic files and manage departmental office supplies

• Process expenses and handle general clerical duties such as photocopying, mailing, and filing

• Prepare advanced Microsoft PowerPoint presentations and Excel spreadsheets

• Manage corporate secretarial functions for U.S. entities, including maintaining corporate books and records, preparing minutes and consents, officers’ certificates, managing notarization, and coordinating required state filings with local, state, and federal agencies and outside counsel

• Provide advice to internal clients on U.S. corporate governance processes, including requirements set out in the Springer Nature Articles of Association by-laws, and other constitutional documents 

• Monitor alerts from corporate compliance services to help respond to government filing requirements and legal notifications

• Assist with KYC due diligence, including identity verification, beneficial ownership review, and responses to other informational and compliance-related requests

​Additional Legal and Operational Support Responsibilities 

• Provide administrative support to the U.S. legal team, including assisting with contract management, project support, and maintenance of physical and electronic files

• Attend, keep minutes, and assist with the preparation of agendas for certain meetings involving major projects

• Assist attorneys with litigation-related tasks such as document production

• Assist with the creation of intercompany agreements, including the preparation of schedules and exhibits

• Support due diligence efforts in M&A transactions

• Assist with the management of legal team databases and document management systems, including data entry and retrieval

• Provide administrative support for trademarks

• Maintain standard form/model legal documentation, department training, and research materials

• Review physical mail and electronic communications sent to the New York legal department and delegate to the appropriate legal colleague or stakeholder

• Serve as a point of contact for internal and external stakeholders on legal and compliance matters, coordinating communications and ensuring alignment with departmental objectives

• Support risk management oversight for the U.S. market with the Head of Legal

• Support learning and development administration, including the facilitation of GCO programs

Experience, Skills & Qualifications 

• Bachelor’s degree required

• 2+ years’ previous corporate paralegal or high-level professional admin experience, preferably in an international company or professional services environment

• 4+ years of experience as a Legal Assistant to be considered for Senior level

• Corporate governance, company secretary, or regulatory compliance experience or exposure is required

• Basic knowledge of corporate law concepts

• Strong organization skills and excellent time management

• Excellent attention to detail, project management, and a high level of accuracy

• Collaborative team player

• Proficiency in Microsoft Office Suite;  experience with project management tools (e.g., Wrike, Workiva), Freshdesk, SharePoint,  iManage, or Xflow is a plus

• Professional verbal and written communication skills with the ability to communicate at all levels of the organization

• High level of integrity and strong professional ethics