Legal Operations and Board Support Specialist

2 days ago

Melbourne, Victoria, Australia beBeeBoard Full time $91,234 - $123,456
Job Summary

The Legal Operations and Board Support Specialist will provide high-level support to the legal team and board activities, ensuring efficient governance and document management.

This role requires expertise in legal operations, board administration, and document management, as well as strong organizational skills and attention to detail.

  • Provide high-level support of all Board-related processes.
  • Point of contact for the CEO, Chief Legal Officer, Executive Leadership Team and key stakeholders regarding Board requirements and functions.
  • Collaborate with business executives to generate a clear Board agenda and ensure valuable, relevant papers are presented, considering stakeholders' interests and directors' standards.
  • Prepare out-of-cycle briefing papers and circular resolutions.
  • Manage and coordinate the company's Statutory Register.
  • Draft Board minutes templates for Company Secretary in preparation for Board meetings.
  • Load and release Board packs through the Diligent platform to directors.
  • Manage the Board calendar and meeting schedule.
  • Attend to all statutory filings, ensuring records are maintained and up to date.
  • Ensure all company records are complete and up to date.
  • Create and manage the company trademark, patent, and business name register.
  • Onboard new directors to the Board.
  • Review grammar, spelling, formatting, consistency, and style conventions for Board documents.
  • Manage and regulate ASIC and Legal & Privacy Team invoices.
  • Project management and implementation of new technology to assist the operations of the Co Sec and Legal & Privacy team.
  • Coordinate and maintain the Legal & Privacy team's budget; liaise with finance partners.
  • Contract portfolio management and coordination.
  • Work with the business to arrange the execution of contracts and internal procurement paperwork.
  • Identify and repair team inefficiencies and streamline processes.
  • Record and report on team goals, OKRs, workstreams, capacity, and external spending, maintaining precise data on work performance, intake and output.
  • Manage Company Administrator rights for DocuSign, Contract Management Systems, and Diligent.
Key Responsibilities

Responsibilities Include:

  • Providing administrative support to the legal team.
  • Managing Board calendars and meeting schedules.
  • Preparing Board papers and documents.
  • Coordinating with business executives to develop Board agendas.
  • Collaborating with the finance team to prepare budgets.
  • Developing and implementing effective document management systems.
Requirements

The Ideal Candidate Will Possess:

  • Expertise in legal operations, board administration, and document management.
  • Strong organizational skills and attention to detail.
  • Excellent communication and interpersonal skills.
  • Discretion and professionalism when handling confidential information.
  • Proficiency in legal and board management software and systems.
  • Experience working in a similar specialist administrative role within a legal or corporate environment.
  • Proven track record in document management and supporting leadership teams or boards.
Benefits

We Offer:

  • Flybuysflex - flexible working arrangements.
  • Two well-being days per year.
  • Volunteer leave.
  • Ongoing learning and development programs.
  • My Coles and Wesfarmers team member discount card.
  • Be Well Programs – Mind/Body/Soul.
  • Quarterly all-team events.
  • Hybrid social events.
  • New starter kit merchandise.
Additional Information

A National Police Check is a condition of employment.

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