Job Qualifications:
- Bachelor's Degree
- Work experience at least 5 years doing administrative support, preferably if had worked in a law firm or Legal Department in a company
HOW YOU WILL CONTRIBUTE
- You will provide substantial support to the legal team, with responsibility for discrete and major projects, updating records and uploading them into various document management systems, coordinating internal and external meetings and travel, booking conference rooms and managing calendars. In addition, you will: Operate and manage systems and technologies relevant to the legal discipline(s) of support; create and update electronic resources for members of the corporate and legal affairs department, and business partners, and; maintain knowledge and awareness of industry trends and current methods and technologies related to compliance, security, corporate governance, communications and government affairs.
WHAT YOU WILL BRING
A desire to drive your future and accelerate your career with experience and knowledge in:
- Previous experience as a legal administrator either in-house or a major law firm
- Serving as an excellent team player with exemplary interpersonal skills.
- Superior analytical, oral and written communication skills
- Exemplary planning, project management and organizational skills
- Ability to work confidently in a matrix organization and to work well under pressure
- Efficient, confident, proactive, attentive to detail, reliable, service-oriented, self-starting, with impeccable integrity and willingness to learn
- Must be proficient in systems and technologies relevant to the legal discipline(s) of support
Secretarial and Administrative Support
- Provides maximum support to the Chief Counsel, SEA, AMEA BI Team and PH Counsel (collectively the Managers) to enable them to fulfil their responsibilities effectively by planning and/or organizing their appointments, meetings, trainings, investigations and such other activities as may be required from time to time, in a time-efficient manner; assists in other day-to-day activities and requirements of the aforesaid individuals; updates and maintains the calendars of the Managers to keep track of key projects, trainings and activities initiated by the SEA Legal & AMEA/SEA Business Integrity function.
- Consolidates for the Managers all materials and/or reports that are required by the Corporate and Legal Affairs and AMEA BI function and such other functions within MDLZ, monitoring and ensuring the timely submission and completeness of the materials and reports submitted
- Coordinates and organizes meetings, conferences, appointments of the Managers and their direct reports and staff as required; reserves meeting rooms, sends meeting invitations; tracks participant responses; maintain attendance records, takes minutes of meetings and looks into such other logistics of the meetings, conferences and appointments.
- Initiates purchase of office supplies and office equipment needed by the Managers based in PH to help in the function's smooth and efficient operation
- Monitoring of budgets and operation of Law Manager in support of SEA Legal, in the management of external counsel
- Document control custodian
- Coordinates with external counsel on PH corporate secretarial requirements and ensures that corporate documents are well organized
- Prepares purchase requisitions using the SAP system.
- Reviews and validates external counsel invoices and acknowledges receipts, as required in Law Manager and the SAP system, and monitors payment of external counsel
- Ensures prompt and courteous reception of visitors of Managers based in PH
- Receives, screens, directs, and handles phone calls and relay telephone messages as required
- Sorts out incoming/outgoing mail and decides where to endorse correspondence coming from internal and external sources and ensures appropriate action is taken.
- Prepares letters, memoranda, reports, presentation materials, and other correspondence emanating from the Managers and ensures its prompt distribution
- Manages the efficient and effective upkeep of work premises, ensuring that offices are regularly kept clean and orderly by the janitorial service provider
- Coordinates with appropriate services providers on the repairs of lighting, telephones, furniture, office machines and furniture of the Managers based in PH to ensure these are well-maintained and in proper working condition
- Facilitates and coordinates various building and maintenance repairs with the Engineering Department; validates invoices of service providers and arranges prompt payment of charges for the repairs.
Logistical Support
- Supports the Managers in the implementation of MDLZ global, regional and local training and development programs and initiatives.
Records Management
- Maintains/updates central filing system for easy retrieval of records
- Organizes, maintains, and assumes confidential custodial responsibilities for contracts, reports, documents, files and records
- Handles proper storage and disposal of documents, especially those of confidential nature.
Organization Communication
- Disseminates corporate announcements regarding new employees, movements, promotions, events, and holidays
- Prepares/maintains/updates/disseminates the SEA Legal & Business Integrity team's telephone directory
Travel Arrangements
- Makes travel arrangements of the Managers and his/her staff as required ensuring that tickets, cash advances, accommodation and transfers are well-organized and available prior to travel.
- Post-travel support will also be provided to the Managers by assisting with preparation of all receipts and supporting documentation for prompt liquidation and reimbursement through Concur or any similar on-line travel liquidation and reimbursement platform.
