Job Title:
Global Legal Administrative Support Specialist
Location:
Sao Paulo – Hybrid
Job Summary:
We are seeking a highly organized and proactive Legal Administrative Support Specialist to join our global legal team. This role will provide essential administrative support, manage invoicing processes, and collaborate with various legal business units. The ideal candidate will take ownership of specific tasks, become a subject matter expert, and guide team members. This position will report to the Latin America Regional Legal Counsel and requires aligning tasks with business objectives, monitoring performance using reports and dashboards, and contributing to operational enhancement efforts.
Key Responsibilities:
Administrative Support: Provide comprehensive administrative support to the global legal team, including managing the invoicing process and coordinating with various legal business units.
Invoices Processing and Running Reports: Assist with legal invoices processing, taking ownership of the intake, approval and processing of invoices through SAP or other systems as required; run reports, as required, to support legal operations.
Process Improvement and Efficiency: Participate in operational enhancement efforts and contribute to process improvement projects, including by using digital tools.
Legal website (intranet) and Legal Documents Management: Take the leadership in the legal website and its related pages in order to keep them updated and maintain/manage the legal records.
Operational Support: Assist senior team members with operational process flows and solution designs. Take ownership of specific tasks and projects, ensuring timely and accurate completion.
Oversee legal department toolkits: Manage and work with the legal team in creating and maintaining work process toolkits, e.g., Know Your Customer/KYC due diligence toolkit.
Data Analysis & Performance Monitoring: Align tasks with business objectives and monitor performance using reports and dashboards. Generate and monitor reports and dashboards to analyze data trends and ensure quality.
Status Updates: Provide regular status updates to management on ongoing tasks and projects.
Project Lifecycle: Learn the basics of project and service lifecycles and apply this knowledge to support process improvement initiatives.
Qualifications:
The successful candidate will have a superior work ethic, passion for excellence, keen client-partnership focus, as well as the following:
Bachelor's degree in Business Administration, Legal Studies, or a related field.
Minimum 5 (five) years' experience in administrative support, preferably within a legal or corporate environment.
Strong organizational and multitasking skills.
Excellent communication and interpersonal skills.
Strong technology skills and proficiency with Microsoft Office suite (e.g., Microsoft Forms, Excel, PowerPoint, Word, Workiva), as well as a willingness to learn and adapt to new platforms.
Proficiency in using reporting tools and dashboards.
Ability to analyze data and generate insights.
Detail-oriented with a commitment to quality.
Ability to work independently and as part of a team.
Familiarity with project management principles is a plus.
Creative and practical problem-solver.
Resilience in a dynamic, hi-speed, demanding work environment.
Fluent in English and other languages capabilities is a plus.
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