Dole Packaged Foods

  • Legal Administrative Assistant

    Job Location US-CA-Westlake Village
    ID
    2018-1498
    Category
    Legal
    Type
    Regular Full-Time
  • Overview

    Dole Packaged Foods is searching for a Legal Administrative Assistant that will provide administrative support to the Senior Vice President, General Counsel & Corporate Secretary, and the Senior Paralegal. The position is based in Dole Packaged Foods North American headquarters office in Westlake Village, CA.

    Responsibilities


    • Perform general administrative duties as required, such as inputting documents, answering telephones, filing, copying documents, preparing expense reports, organizing and confirming travel plans, ordering supplies, coordinating set-up of meetings and conference calls, managing supervisor’s calendar.

    • Assist supervisor(s) in reviewing, managing, and processing invoices received from outside counsel and vendors by:


      • Ensuring legal invoices meet Legal Department Billing guidelines;

      • Paying invoices in SAP;

      • Monitoring expenditures for outside counsel and vendors relative to Legal Department budget; work with Accounting on period-end and year-end accruals


    • Utilize and, when appropriate, update database information systems (including hCue, Serengeti, and CPI trademark database) for maintaining Legal Department information in corporate archives, legal files, and trademark files.

    • Organize and maintain Legal Department files in compliance with corporate procedures pertaining to legal documents and correspondence, such as corporate document retention policies and procedures.

    • Open and track new legal matters handled by supervisor and/or others in the Legal Department.

    • Input and revise legal documents (principally commercial contracts) and carefully proofread.  Redline documents to reflect requested changes.  Coordinate with supervisor to keep track of successive drafts of the document (electronic versions) during the negotiation process.

    • Manage communications and coordinate with supervisor to prepare timely and appropriate responses.

    • Maintenance of contract and critical date database.

    • Interact and maintain communications with other departments within Dole whose input may be required in connection with Legal matters.

    • Other duties as assigned.

    Qualifications

    KNOWLEDGE AND SKILL REQUIREMENTS:



    • At least 5 years experience working in a corporate legal department or law firm supporting attorneys, with substantial experience working for non-litigators

    • Intermediate/Advanced knowledge of Word, Excel and PowerPoint

    • Willingness to learn software such as hCue, Serengeti and SAP

    • Experience handling confidential information and documents

    • Legal department and/or law firm administrative expertise is preferred


    KEY COMPETENCIES REQUIRED:



    • Superb organizational and work-management skills

    • Positive attitude and adaptability to rapid changes in work flow

    • Flexible and able to work at a fast pace

    • High level of detail orientation

    • Team player who enjoys interacting and working with others

    • Ability to prioritize and meet deadlines

    • Understands the importance of discretion and diplomacy


    EDUCATION REQUIRED:



    • High school diploma or equivalent; college degree preferred


    PHYSICAL REQUIREMENTS:



    • Ability to sit and use a computer for extended periods of time; ability to answer phones, and utilize a variety of office equipment.   Ability to lift minimum 15 lbs. and reach overhead.


     


    All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

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