Legal operations administrator

1 week ago

Singapore International SOS Full time

About the roleThe Legal division is made up of team members from Legal, Corporate Security, Compliance, Risk Management & Insurance, Privacy and Corporate Secretarial (“Legal”). The Group General Counsel (“GGC”) is the Head of Legal numbering more than 50 employees comprising legal counsels and respective teams based in Singapore and globally.Reporting into the Group General Counsel, the duties include supporting the legal department technological tools including its Teams instances, litigation reporting tool (“Mitigate”), contractual risk management tool (“s AIgon”), and corporate secretarial administrative support including management of Viewpoint.Key responsibilitiesLegal Department Operations AdministratorAssist the Group General Counsel and Group Company Secretary and full legal team by managing team technology implementation.Administer and maintain databases of legal documents.Provide office management support including document management and procurement follow-up with vendors.Maintain records and files (online and hard copy filing systems) in a systematic manner for easy access and retrieval using technology management.Support and drive assignments/initiatives/projects related to compliance or legal matters as required.Assist GGC’s executive assistant in arranging meetings, seminars, trainings, and events in support of technology initiatives.Assist with the preparation and formatting of presentations, reports, and communications materials.Support legal and compliance reporting and documentation for the team.Liaise with other company departments, overseas counterparts, and external parties as necessary.Ensure corporate messages are reiterated within the legal team.Maintain and update Legal Department Teams instances and ensure efficient utilization and training of the legal team.Maintain Mitigate and ensure efficient utilization by the legal team including training.Maintain s AIgon and ensure efficient utilization by the legal team including training.Corporate SecretarialPrepare and coordinate with the corporate secretarial team on documents for signing in original and despatch, ensuring documents are in order and signers’ availability, or via electronic signing (e.g., Docu Sign) and collation of signed documents for statutory and other records.Manage notarization and legalization requirements for corporate documentation, including communication with the notary and courier despatch to arrange documents for use in various countries.Arrange translation and other administrative requirements upon team request.Support accurate filing of physical corporate statutory records and accurate upload of statutory records with clear naming convention to the corporate secretarial records online library.Assist the corporate secretarial team to update corporate information in software database and retrieval of corporate information or reports upon request from the corporate secretarial team or Legal team members.Provide strong administrative support to the Group Company Secretary, including communication with the corporate secretarial team to provide organization changes updates, circulate quarterly organization charts, and draft customized chart extracts and related documents.Support administration of Corp pass authorization system to manage digital service access of employees for various functions to perform corporate transactions for Singapore companies.Assist with basic provision of corporate information to the Legal team to meet their requirements.Assist on corporate secretarial actions for projects such as printing and binding of project bibles and upload to corporate secretarial records online library.About youMinimum 3 years relevant working experience with prior project management skills.Good administrative and organizational skills.Collaborative, proactive, and resourceful.Demonstrates the ability to multi-task and possesses problem-solving skills.Strong interpersonal and communication skills.Benefits#J-18808-Ljbffr

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