Context: Provides coordination and support for the organization’s in-house business legal team including confidential and sensitive governance and employment matters ,as well as general administrative support for Finance Department managers, related volunteer committees, and overall Finance Department activities.
Scope: The Legal and Administrative Coordinator performs a wide range of general administrative and coordination functions for the in-house business legal team (led by General Counsel) and Finance Department, as well as several volunteer committees including the Finance Committee, Audit Committee, Chapter Treasurer Assistance Support Team (CTAST), Investment Advisory Committee, and ad-hoc task forces. This role will support the Chief Financial Executive who oversees the financial structure of the organization and manages the financial planning and analysis, financial reporting, business risk, insurance management and treasury functions including implications related to bargaining strategy and management strategy impacting staff. Provides legal coordination, systems, process and general administrative support. Maintains legal contract and records retention databases. Plans and coordinates meeting agendas and schedules for volunteer committees. Administers, tracks and monitors departmental activities and priorities including management team activities involving personnel matters. Handles records regarding confidential and sensitive matters related to staffing. Coordinates event planning and interacts with volunteers on behalf of Finance staff. Coordinates and facilitates Campfire (intranet site) content for Finance.
Legal Coordinator Activities - 50%
- Supports legal team in coordinating workflow and work requests, including developing and supporting an intake process for new legal requests and maintaining a master list of current projects and contracts. Manages the organization of legal documents including those involving sensitive governance and employment matters.
- Supports streamlining of the organization’s contract process, including contract storage and form database with other departments.
- Serves as internal litigation support, including litigation holds, document gathering and collating and other case management activities.
- Manages legal invoice tracking and processing.
- Completes routine maintenance of the organization’s trademark and copyright portfolio.
- Supports the management of the organization’s record retention policy (including updates and training, as necessary), at the departmental level and across the organization.
Administrative Coordinator Activities - 50%
- Provides general administrative support for Chief Financial Executive, Deputy Chief Financial Executive, Controller, Accounting Manager and General Counsel. Schedules meetings, logistics, organizes agendas and documents, and attends management meetings including those discussing personnel and labor matters to take notes and track action items. Handles records regarding confidential and sensitive matters related to staffing. Serves as coordinator for departmental activities.
- Coordinates meeting schedules, meeting logistics, agendas, documents, and travel arrangements for volunteer committee calls and in-person meetings.
- Working with appropriate staff, coordinates and assists with content development, creation, and updates to Campfire, the organization’s online intranet and collaboration tool.
- Coordinates communication and information flow among managers, departmental staff, other departments, chapters and contractors. Drafts correspondence and assists with proofreading of materials as necessary.
- Assists in the planning and coordination of department led in-person and online trainings, special events and departmental meetings as requested.
- Helps provide support during vacations, sick leave and during emergencies.
- Seasonally, as needed, assists with various department workload including year-end close, audit, 1099 review, budget and forecast review, and gathering 990 and insurance renewal information.
- Performs miscellaneous duties as directed.
- 2-4 years’ experience in an administrative/coordinator role.
- Strong organizational skills and knowledge of office recordkeeping systems.
- Ability to work effectively in a fast-paced office with shifting priorities and deadlines.
- Strong attention to detail and demonstrated commitment to high quality and timely work; able to handle confidential and sensitive information with discretion.
- Ability to interact cooperatively and effectively with executives, general public, Sierra Club staff, leaders and volunteers.
- Good written and verbal communication skills.
- Working knowledge of MS PowerPoint, Word and Excel is required. Knowledge of Google platforms desirable. Experience creating presentations with various software tools. Experience with intranet content development and presentation a plus.
- Sound judgment and initiative so that senior managers’ needs can be assessed and served to maximize effectiveness and manage time wisely.