Legal Administrative Assistant

The Legal Administrative Assistant supports the US Legal team with day-to-day administrative, operational, and document management tasks. This role plays a critical part in ensuring the smooth functioning of our legal department, especially in areas related to documentation, compliance, corporate filings, and cross-departmental coordination.

Your responsibilities will include: 

Administrative Support

• Manage scheduling for meetings (e.g., with Amsterdam office).
• Handle paper mail sorting and general legal department communications.
• Answer emails from HQ and coordinate responses regarding legal documentation.

Document Management

• Organize, upload, and maintain electronic and paper legal files and folders.
• Upload signed documents, maintain structured document storage, and ensure version control.
• Manage DocuSign workflows and track document status.

Legal Operations

• Assist with budgeting tasks and tracking legal department expenses.
• Work with the finance team on processing legal invoices, payments, and ZIP tickets.
• Create and manage Jira tickets for legal-related requests and documentation tracking.

Corporate Support

• Liaise with CSC to manage corporate accounts and ensure timely corporate filings.
• Facilitate notarized signatures and assist in obtaining notarized documents as needed.
• Support production and delivery of documents in response to subpoenas and legal holds.

We expect you to have: 

Experience & Background

• 2–5 years of experience in a legal administrative, legal operations, or corporate support role.
• Experience in an in-house legal department, corporate setting, or law firm.
• Familiarity with legal documents, corporate filings, and compliance processes.

Technical Proficiency

• Proficient in tools such as: DocuSign/ Jira (for ticketing and task tracking)/ Google Workspace / Microsoft Office Suite
• Comfortable using document storage systems (e.g., shared drives, legal ops software).
• Basic knowledge of budgeting tools or invoice processing platforms (e.g., ZIP).

Administrative Skills

• Excellent organizational and document management skills.
• Strong attention to detail with the ability to manage multiple priorities and deadlines.
• Experience with scheduling, calendar management, and cross-time-zone coordination.

Communication & Collaboration

• Strong written and verbal communication skills.
• Experience working with cross-functional teams, especially HQ and international teams (e.g., Amsterdam).
• Ability to interact professionally with internal stakeholders and external vendors (e.g., CSC).

Legal & Compliance Knowledge

• Understanding of legal document types (NDAs, contracts, subpoenas, etc.).
• Familiarity with corporate filings, governance and regulatory filings.
• Notary certification is a plus

Competencies:

• Organizational Skills: Effectively manages documents, deadlines, and workflows with precision and structure.
• Attention to Detail: Ensures accuracy in legal documents, filings, and administrative processes.
• Communication: Communicates clearly and professionally with internal teams and external partners.
• Discretion & Confidentiality: Handles sensitive information with integrity and sound judgment.
• Technical Proficiency: Confidently uses tools like DocuSign, Jira, and document management systems.
• Time Management: Prioritizes tasks and meets deadlines in a fast-paced, dynamic environment