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Title

Legal Administrative Assistant (Temporary Position)  

Description

POSITION SUMMARY: BASIC FUNCTION

The Legal Administrative Assistant is responsible for all the administrative functions necessary to ensure the work of the Legal Department runs smoothly, effectively and contributes to the overall productivity of the team. This position handles information of a highly confidential and critical nature and is focused on administrative functions including tracking deliverables; scanning of documents; managing calendars, meetings, and schedules; organizing folders, files, contracts, and documents; tracking legal expense reports; etc. Additionally, the Legal Administrative Assistant is the primary point of contact for legal contracting needs from the Critical Facilities Engineering and Construction Departments. This individual must possess excellent communication and interpersonal skills to interact with all levels of the company, as well as external vendors, clients, and outside counsel. Regular, predictable attendance is essential for satisfactory performance.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Day to day management of Contract Lifecycle Management software
  • Ability to learn and use existing data protection tracking software to maintain compliance with data protection protocols of the company
  • Completion of standard Data Protection Impact Assessments, compliance with data protection contracting requirements
  • Review of incoming contracts to determine whether legal review is required under existing policies and procedures
  • Organizes all incoming contracts, correspondence, requests for information, etc., including organization and improving of existing file system
  • Tracks and manages all Legal Department assignments/projects and deliverables.
  • Ensures all contracts are properly screened, signed and stored
  • Review of all final contracts for conformity with a checklist of key items to ensure accuracy, and obtain corrections if needed
  • Revision of designated terms to confirm to required standards, such as proper naming, formatting, dates of execution
  • Calendaring of key deadlines from executed contracts with appropriate departments and/ or in appropriate systems
  • Coordinate and arrange meetings, prepare agendas, and reserve facilities for Legal Department.
  • Compose and prepare legal correspondence, under the supervision of Corporate Counsel
  • Gather and prepare information needed for meetings with internal managers or external sources
  • Preparation and updating of form/ template contracts
  • Maintain and monitor DocuSign templates and forms
  • Track all Critical Facilities Engineering and Construction requests, follow up with legal team and provide updates to Critical Facilities Engineering and Construction
  • Interface with Sales as needed regarding sales orders and agreements in Salesforce
  • Upload and circulate all contracts for execution, follow through on collection of all signatures and save final, completed document
  • Maintain client contract termination information through Salesforce.com. Interact with colleagues regarding updates and other changes/modifications.
  • Assists with data and records collection and maintains departmental correspondence, legal files, records, and databases for the Legal Department.
  • Reviews non-disclosure agreements.
  • Prepare insurance applications for the companys risk management programs.
  • Serve as first point of contact with the companys insurance brokers.
  • Track external legal expenses through expense reports
  • Performs other duties as assigned.
  • Periodic audit of Legal template use by other departments

KNOWLEDGE, SKILLS & ABILITIES

  • Able to be secure and maintain highly confidential information
  • Excellent proficiency with computers to include the utilization of programs such as Word, Excel, Power Point, Outlook, SharePoint and DocuSign
  • Knowledge of OneTrust and DocuSign CLM preferred
  • Relies on experience and judgment to plan and accomplish goals
  • Must be capable of handling multiple projects simultaneously with little supervision
  • Excellent communication and problem-solving skills
  • Excellent interpersonal skills, capable of interacting with all levels and departments
  • Must be a self-starter, well-organized, extremely detail-oriented and an assertive team player, comfortable with ambiguity, willing to take ownership of responsibilities, and possess a high level of positive energy and drive
  • Able to work in a team environment or independently
  • Manages stress in a fast-paced environment effectively.

EDUCATION & EXPERIENCE

  • High school diploma or GED.
  • Associate degree or equivalent experience usually obtained with 4 years of job-related experience or Bachelors degree.
  • A minimum of three to five years progressive administrative experience in a legal or executive environment (in addition to education/experience listed above). Preference given for experience in a transactional legal practice or corporate legal department.
  • Paralegal certification and/or experience preferred
  • Project coordination preferred.

 
Position Requirements

PHYSICAL REQUIREMENTS

  • Primarily sitting with some walking, standing, and bending.
  • Able to hear and speak into a telephone.
  • Close visual work on a computer terminal.
  • Dexterity of hands and fingers to operate any required computer keyboard, mouse, and other technical instruments.
  • Able to lift and carry up to 20 lbs.

WORK CONDITIONS

  • This position is currently expected to be remote with an occasional need to be onsite in a shared workspace.
  • Extensive daily usage of workstation or computer.

SPECIAL REQUIREMENTS

  • Must possess a current, valid state-issued driver’s license.
 
Shift -not applicable-  
Exempt/Non-Exempt  
Position Legal Administrative Assistant  
Number of Openings 1  
Exempt/Non-Exempt Non-Exempt  
Hiring Manager(s)  
Location NTT Global Data Centers Americas, Inc., Sacramento  
About the Organization Global Data Centers is a division of NTT Ltd. and incorporates DPA, e-shelter, Gyron, Netmagic, NTT Indonesia Nexcenter, RagingWire and other NTT Communications group Data Center divisions. Our combined global platform is one of the largest in the world, with over 140 data centers spanning more than 20 countries and regions including North America, Europe, Africa and APAC. As a neutral operator, we offer access to multiple cloud providers, a large variety of Internet Exchanges and telecommunication network providers including our own IPv6 compliant, tier-one global IP network. Our clients benefit from tailored infrastructure and experience consistent best practices in design and operations across all of our highly reliable, scalable, and customizable data centers.







NTT Global Data Centers Americas, Inc. is an Equal Opportunity Employer and maintains a drug-free workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, national origin, ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age, sexual orientation, military or veteran status or any other basis protected by federal, state, or local law or ordinance or regulation.











All applicants for employment will be subject to pre-employment drug testing, a criminal background check and education/employment verification. Additionally, some positions require a review of driving records, credit checks, and/or successful completion of the federal governments 'Public Trust' background screening.











 
EOE Statement NTT Global Data Centers Americas, Inc. is an Equal Opportunity Employer and maintains a drug-free workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, national origin, ancestry, physical or mental disability, medical condition, genetic information and characteristics, marital status and registered domestic partner status, age, sexual orientation, military or veteran status or any other basis protected by federal, state, or local law or ordinance or regulation.  

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