Legal Operations Assistant
PBS DistributionArlington, VA
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Full Time Job
POSITION TITLE: Legal Operations Assistant
STATUS: Full time, Non-Exempt
SUPERVISOR: Director, Legal Affairs
PBS Distribution (PBSd) is a leading distributor of public media content around the world, reaching audiences through multiple platforms and formats while generating revenue for the public media system, stations, and producers. Extending our reach beyond broadcast, we operate six streaming channels on Amazon Prime Video Channels.
The Legal Operations Assistant provides day-to-day administrative and operational support to the Legal department. The Assistant handles the flow of legal documents and information, and is responsible for a high volume of database tracking, indexing, emailing, and storing legal documents, as well as additional duties, as assigned. This role requires strong organizational skills and a keen eye for detail. The Assistant interacts with business stakeholders at all levels, both internally and externally, and must possess excellent interpersonal skills. The person in this position must also be tech-savvy and have the ability to adapt easily to change, including new technologies, systems, and processes.
The successful candidate will be junior level in career and will be interested in learning the operations behind a legal team with the opportunity for growth.
Monitoring and updating statuses of contracts in the legal tracking database
Responding quickly to basic requests from internal stakeholders and conducting regular follow-up to ensure that paperwork gets to the finish line
Operating the signature and filing stages of the contract process, including: confirming that contract documents are complete prior to execution, assigning contract numbers, uploading contracts into electronic signature software for final approvals and signatures, processing any hard copy contracts, circulating executed contracts to internal and external counterparts, and storing contracts in the internal Legal files
Maintaining the Company's contract and legal documentation filing system, index, and digital database
Utilizing information from, and entering information into, databases and software systems
Helping maintain department process documentation and supporting the Director, Legal Affairs with the Legal department intranet site
Handling other administrative tasks such as document scanning and off-site file storage, as needed
Sending correspondence, as requested
Assisting with antipiracy tasks, as instructed by the Director, Legal Affairs
Assisting the Director, Legal Affairs with testing new technology functions and procedure updates to support ongoing efficiency improvements
Other duties and ad hoc projects, as assigned
0-2 years of relevant administrative experience, either in a legal or comparable environment
Familiarity with home video, television, and/or film production, as well as the media distribution landscape and process, is a plus
Experience coordinating and maintaining a large volume of projects (non-legal acceptable), contracts, and/or legal documents, is a plus
Bachelor's degree or equivalent
Experience working with and maintaining databases
Mastery of Microsoft Office and Adobe Acrobat
Familiarity with electronic signature programs, project tracking software, and/or document comparison programs, is a plus
Basic understanding of contracts
Strong attention to detail and excellent organizational skills
Strong written and verbal communication skills
Ability to set priorities and meet deadlines, with a capability to multi-task in a fast-paced environment
Highly motivated and quick learner
Ability to work independently
Ability to handle confidential information with discretion
PBS Distribution is headquartered in Arlington, VA with an additional office In Boston, MA. The preferred location for the Legal Operations Assistant is Arlington, VA.
EQUAL EMPLOYMENT OPPORTUNITY
PBS Distribution (PBSd) is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. PBSd makes hiring decisions based solely on qualifications, merit, and business needs at the time.
MANDATORY VACCINATION POLICY
PBS Distribution (PBSd) prioritizes the safety and security of our community. In accordance with PBSd's focus on providing and maintaining a safe workplace, we have adopted a mandatory vaccination policy to safeguard the health of our employees and their families, our visitors, and the community at large from COVID-19. This policy is effective October 1, 2021.
In accordance with this policy, all applicants for employment at PBSd are required to be fully vaccinated against COVID-19 prior to commencing employment. Applicants who receive a conditional offer of employment will be required to produce proof of vaccination status prior to their first day of work. Requests for exemption from this policy based on a medical reason or sincerely held religious belief will be considered upon a conditional offer of employment. Reasonable accommodations will be reviewed on a case-by-case basis.
PBSd is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. This policy complies with all applicable laws and is informed by guidance from the Centers for Disease Control and Prevention (CDC) and local health authorities, as applicable.