Sr Executive Legal Administrator

Education and Experience Requirements

High School Diploma or GED. Other Legal Secretarial training at a college or business school required. 8 years administrative experience to include four (4) years legal secretarial experience. Must be proficient in the operation of standard office equipment and use of basic office software packages.

Position Purpose:

Provides administrative and legal secretarial support to the Senior Vice President, Administration and General Counsel and other legal department staff. Works independently, receiving a minimum of detailed supervision and guidance. Performs varied clerical and secretarial duties requiring knowledge of the local, national and international legal community, courts, legal documentation, office routine and an understanding of the organization, programs and procedures related to the work of the office and the company.

Job Description

Principle Duties and Responsibilities:

Essential Functions:

1. Works independently to achieve defined objectives, handles problems and deviations in accordance with established instructions, priorities and program goals. Guidelines include a large number of unwritten policies, precedents and practices.
2. Performs tasks requiring judgment, initiative and knowledge of legal office and company functions. Work consists of various different and related processes and methods, including or comparable to most of the following: a. Schedules tentative appointments. Assembles necessary background material for scheduled meetings. Makes arrangements for meetings and conferences. b. Screens telephone and personal callers, determining which can be handled by the supervisor subordinates or other offices. Responds to routing inquiries. c. Answers requests that require a detailed knowledge of office procedures or collection of information from files or other offices. May sign routine correspondence in own or supervisor name. d. Prepares special reports from information selected and extrapolated from different sources on the basis of general instructions. e. Reviews correspondence, memoranda and reports prepared by others for the supervisor signature to assure procedural and typographical accuracy. f. Makes travel arrangements for supervisor and staff.
3. Responsible for the independent management of outside counsel billing and payment processing, including mastery e-billing system, which requires extensive interface with accounts payable, General Dynamics corporate legal department, outside counsel firms and company attorneys and staff.
4. Responsible for the independent maintenance of all corporate record books, which requires preparation of minutes, actions by written consent, and stockholder actions. Interfaces with General Dynamics corporate legal department with respect to corporate records. Ensures, in conjunction with tax department, appropriate corporate filings in various jurisdictions are timely made. Serves as company primary interface with service of process agents in various jurisdictions, including mastery of database.
5. Classifies, indexes, and files material such as correspondence, reports, technical documents, etc., in an established filing system containing a number of varied subject matter files. May keep records of various types in conjunction with the files. Files include master file of approval memos received from General Dynamics under Delegation of Authority Policy.
6. Prepares drafts for review and processes final versions of various regular compliance letters, such as audit response letters, Sarbanes-Oxley certifications, and debt covenant certifications.
7. Frequent contact with outside attorneys, courts, legal agencies, administrators, customers, and visitors to schedule meetings and to exchange and verify information.

Perform other duties as assigned.