Executive Legal Assistant (Coral Gables)

Purpose of Position :

The Legal, Executive Assistant plays a crucial role in supporting the Global legal Department in HQ. The position is responsible for assisting with various administrative and legal tasks to ensure the efficient operation the department.

Accountabilities :

• Legal Assistants are responsible for organizing and managing legal documents, including contracts, court filings, briefs, litigation holds, eDiscovery and other legal matters. This may involve creating and maintaining filing systems, tracking document versions, and ensuring documents are easily accessible.
• Schedules appointments and meetings for the general counsel and attorneys, ensuring they are aware of their upcoming obligations and deadlines.
• Assists in drafting, formatting, and proofreading legal documents such as contracts, affidavits, and pleadings. They ensure that documents are correctly formatted and comply with legal standards.
• Drafting NDAs and routing for signatures and saving them in DocuSign CLM
• Handles sensitive and confidential information, must maintain strict confidentiality and follow ethical guidelines.
• Provides general administrative support, such as taking messages, managing office supplies, and assisting with office operations, including sending out US mail and overnight correspondences.
• Works closely with attorneys, and other legal professionals to provide support and maintain a smooth, functioning legal team.
• Notarizes documents for the company, which includes verifying the identity of signatories, witnessing signatures, and applying an official notary seal. Confirm that the notarized / apostilled documents meet global legal requirements (including Certifications for internal departments).
• Work with registered agents to file corporate annual reports and maintain accurate corporate governance records
• Confirm with respective business locations to ensure accurate information is conveyed for renewals of business licenses
• Partner with the internal Tax department to ensure the accuracy of information submitted for renewals of business taxes, franchise sales taxes, etc.
• Review invoices received against Billing Guidelines before processing for payment, provide payment information upon request to vendors and setup new vendors as needed
• Create travel arrangements and expense reports for general counsel and local attorneys as requested
• Prepare and submit IT access forms for approval as needed
• Work with Legal Operations and General Counsel to print, compile and prepare meeting books for Board of Directors quarterly meetings
• Process reimbursement of expenses for Board of Directors
• Records management : prepare hard copies for archiving as designated by attorneys, create records transfer list and work with the Records Analyst to coordinate transfer to archives and / call back boxes from the retention list as needed
• Ability to provide CEO support when needed
• Assist with internal / external auditor requests
• MISC projects as assigned.

Minimum Skills Required :

Fresh Del Monte Produce Inc. is a global leader in the production, distribution, and marketing of fresh and fresh-cut fruits and vegetables. Our diverse product portfolio also includes prepared fruits and vegetables, juices, beverages, snacks, and dessertsavailable in over 80 countries worldwide. With operations spanning more than 35 countries, weve proudly been nourishing families for over 135 years.

We are committed to maintaining a drug-free workplace and are proud to be an Equal Opportunity Employer. Fresh Del Monte and its affiliates do not discriminate based on race, color, religion, national origin, age, disability, gender, veteran status, or any other characteristic protected by applicable law. We also participate in E-Verify