Paralegal/Legal Assistant

TTX Co.

Charlotte, NC


JOB SUMMARY

This position works alongside in-house counsel in carrying out the general functions of the Law Department and supports the in-house attorneys, the Government Affairs Manager, the VP Law, General Counsel & Corporate Secretary, as well as the President & CEO. A high degree of professionalism in approach, appearance, and communication style is required, as well as the exercise of good judgement, discretion and accuracy and attention to detail.  The Law Department is a small group, so collaboration, support and communication is extremely important.

RESPONSIBILITIES
  • Serves as the Law Department’s administrator for department systems, including contract management (Oracle), Enterprise Content Management (M-Files) and SharePoint systems. Duties include understanding current processes, assisting department members with system issues, facilitating DocuSign, opening support tickets where necessary, ensuring content is appropriately saved in the correct repository and continuously working to improve processes.
  • Provides highly sensitive and confidential support to the Corporate Secretary and Board of Directors, including planning and preparation for quarterly Board meetings and of related materials both in paper and electronic form (Diligent), and management of historical minutes; ensures proper filing of relevant documents with the Surface Transportation Board (STB); facilitates annual processes relative to the Board and Committees as well as payments; and ensures Board members can access materials electronically.
  • Performs accounting functions using Excel and Oracle, including creating and managing the Law Department’s budget; providing quarterly forecast projections and monthly accruals; coding monthly invoices and obtaining attorney approval; completing attorney expense reports as may be requested, and drafting requisitions via the Oracle procurement management module.
  • Assists with Trademark and Patent renewal application efforts, which includes maintaining files, gathering applicable specimens, powers of attorney and executed applications.
  • Assists the Compliance Officer function by maintaining the Compliance Helpline Portal to accurately reflect the status of any complaints, ensuring all closing memos are properly saved and tracked, and providing in-house attorneys with data and reports as requested.
  • Supports special projects and assignments, including answering discovery requests and subpoenas; fulfilling requests for good standing certificates; completing filings with federal regulatory agencies; conducting legal research; assisting in-house counsel on various matters and drafting department communications.
  • Manages the department’s business continuity efforts, which includes updating the business continuity plan and record retention schedule; managing on-site records and purging records consistent with the record retention schedule; and representing the Law Department on TTX’s Business Continuity Committee.
  • Acts as the legal liaison for the Company’s immigration matters by arranging calls with outside counsel, apprising the client of status changes, gathering responsive documents, drafting employment verification letters and other correspondence as needed.
  • Coordinates the Environmental Health & Safety audits for the field, including selection of locations, scheduling, review of draft audit reports and attending audits as requested by in-house counsel.
  • Assists with contract management, including with intake and uploading of contracts and related documents into Oracle system; reviewing, editing, and redlining NDAs, SOWs and other contract documents based on the Company’s existing forms and templates; interacting directly with internal clients to facilitate contract review; interacting with the C-Suite to obtain Executive Approvals; routing contracts for execution via DocuSign; and managing renewal/termination notices.
  • Maintains electronic and hard copy files in an organized manner.
  • Supports the President & CEO serving as the primary point of contact for corporate information and TTX Company Board of Directors meetings and matters.
QUALIFICATIONS
  • Associate’s, Bachelor’s, or Master’s Degree in Paralegal Studies from a qualified paralegal studies program or bachelor's degree and 5+ years of experience as paralegal, legal administrator or contracts administrator / manager in corporate legal setting or law firm.
  • Paralegal certificate preferred.
  • Excellent verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Ability to function well in a high-paced and at times stressful environment.
  • Ability to maintain confidentiality and to exercise discretion and good judgment.
  • Familiar with a variety of legal concepts, practices, and procedures. Relies on judgment and experience to plan, accomplish goals and make good decisions.
  • Proficient in PowerPoint, Excel and Word with the ability to create presentations, graphs and charts. Proficient in Visio a plus.
  • Ability to learn new software systems.
  • Familiarity with financial and contract management systems (such as Oracle) and ability to maintain and balance a budget.
  • Notary preferred.
PHYSICAL JOB REQUIREMENTS

(The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.)

General office environment; may be required to travel on occasion, typically four to six times a year. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit (remain stationary within work area) and use hands to finger, handle, feel and reach. The employee is occasionally required to move about (stand, walk). The employee must occasionally lift and/or transport up to 10 pounds. Correctable vision required for close, distance, and color vision capabilities.

The above job description is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

 

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