The Legal Operations Assistant will work as part of the Legal Operations team to coordinate tasks related to one or more functional activities, such as operations support, recruitment, procurement, meetings management, special events, training, volunteer programs, etc. The Legal Operations Assistant maintains and manages the Legal Department’s Connect site, a Microsoft SharePoint-based internal website for Conservancy staff. The position is supervised by the Director of Finance and Operations, Legal.
The Legal Operations Assistant will work towards meeting the strategic priorities of the Global Legal Team by implementing tactics for approved plans and completing day-to-day tasks and activities. They may be responsible for planning and execution of logistics for special events and/or meetings, purchasing, central filing, mailroom operations and facility footprint management. They may assist with the recruitment, training, and recognition of program volunteers, and may direct the activities of volunteers. In addition, the Legal Operations Assistant may perform Information Technology, Human Resources, and Finance administrative tasks, including processing forms, preparing reports and forecasts, and monitoring and preparing budgets. They will respond to inquiries about program activities, create program materials, and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, produce and review reports, and perform program analysis. The Legal Operations Assistant will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide support and targeted training related to the functional area of the team. They will implement processes and practices in order to improve effectiveness. The Legal Operations Assistant will communicate with staff in various programs across the Conservancy, as well as with volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.
The Global Legal Team’s Connect site is designed to provide Conservancy staff with guidance and resources in those areas where their work involves legal services and to provide resources to Global Legal Team members who assist them. The Legal Operations Assistant is responsible for understanding the overall organization of the site; the technological capacities and constraints of SharePoint; the steps that must be taken to ensure that documents and other materials appear in appropriate topic areas; and for updating materials to ensure relevancy. Additionally, the Legal Operations Assistant establishes and maintains procedures for creating site content, naming files and adding materials to the site. The Legal Operations Assistant works with an attorney responsible for the site and coordinates work with other Legal staff who are responsible for content for specific legal topic areas and for Legal Department operations.
RESPONSIBILITIES AND SCOPE
- Maintains and manages the Legal Department’s Connect Site, including, but not limited to:
- Creates and edits Connect pages as requested by Legal staff;
- Maintains accurate and up-to-date SharePoint lists and document libraries;
- Manages permissions for access to the site by various groups;
- Creates and maintains procedures for Legal staff responsible for specific content;
- Responds to requests and comments from TNC staff;
- Coordinates and maintains Legal Connect protocol with all Legal staff creating content for the site;
- Maintains liaison with TNC Information Technology staff; and
- Keeps up on latest advances in SharePoint technology.
- Acts independently on assigned tasks and exercises independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor;
- Demonstrates sensitivity in handling confidential information;
- Coordinate projects with several variables, working within a defined timeline and budget;
- Performs non-routine analysis, research and follow-through;
- Ensures compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
- Administrative responsibility includes but is not limited to:
- Space planning;
- Updating Legal organization charts;
- Tracking and maintaining legal lists (i.e. contacts, computer inventory, bar dues, work agreements, attorney tracking);
- Managing outside record storage;
- Legal timesheet coordinator;
- Managing Legal awards program (i.e. anniversaries, You Rock); and
- Managing memberships (i.e. PLI, ACC, Inside NGO).
- Human Resource responsibility includes actively recruiting vacant, new positions;
- Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation;
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
- Backs up Legal Operations Manager as needed;
- May supervise administrative and/or volunteer staff, including training and professional development;
- Travels and works flexible hours as needed;
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain; and
- Work is diversified and may not always fall under established practices and guidelines.
- Experience coordinating administrative processes;
- Experience generating reports and interpreting data;
- Experience in business writing, editing, and proofreading;
- Experience using Sharepoint;
- Experience using the Microsoft Office Suite (Word, Powerpoint, Excel, Access, Publisher);
- Experience organizing time and managing diverse activities to meet deadlines; and
- Experience working across teams and communicating with a wide range of people.
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Ability to analyze information for the purpose of coordinating and planning activities, and solving problems;
- Ability to use existing technology to achieve desired results;
- Excellent customer service skills and focus;
- Experience interpreting guidelines to achieve desired results; and
- Strong organization skills, accuracy, and attention to detail.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.