Legal Assistant and Licensing Administrator

We are seeking a highly organized, proactive, and detail-oriented Legal Assistant and Licensing Administrator to provide comprehensive support to our legal team.

This position plays a critical role in managing administrative operations, coordinating licensing compliance across the country, and supporting the CLO in the efficient execution of legal and corporate governance responsibilities.

This role requires exceptional professionalism, discretion, and the ability to manage a wide range of tasks in a fast-paced environment.

The ideal candidate will be a self-starter with excellent communication and problem-solving skills, capable of working independently and collaboratively within a fast-paced environment.

The role will report to the Chief Legal Officer (CLO).

Responsibilities :

• Legal & Corporate Governance Administration Support the drafting, execution, and tracking of legal agreements, including NDAs, contracts, and compliance documents.
• Maintain structured digital and physical filing systems for legal, corporate, and compliance records.
• Monitor document version control and ensure proper record retention and retrieval.
• Coordinate document signatures via platforms such as DocuSign and maintain execution logs.
• Licensing Coordination Track, manage, and coordinate all business and professional licenses across U.S. states and territories, including applications, renewals, and supporting documentation.
• Maintain a comprehensive licensing tracker to monitor expiration dates, renewal timelines, and state-specific requirements.
• Liaise with state agencies, regulatory bodies, and internal departments to ensure timely filings and continuous compliance.
• Assist with audit responses and documentation requests related to licensing and regulatory matters.
• Executive & Departmental Support Manage complex calendars, coordinate meetings, and resolve scheduling conflicts for the CLO and legal department.
• Prepare, proofread, and format correspondence, presentations, reports, and legal documentation.
• Serve as a liaison between the Legal Department, internal teams, and external counsel or partners, ensuring timely follow-up and clear communication.
• Handle highly confidential and sensitive information with professionalism and discretion.
• Organize travel arrangements, prepare itineraries, and process related expense reports.
• Projects & Process Improvement Assist with special projects and initiatives assigned by the CLO, including compliance reporting, due diligence, and policy updates.
• Support implementation of administrative or legal technology systems (e.g., contract management or document control tools).
• Develop and maintain standard operating procedures for administrative and compliance workflows.

Qualifications :

Communication :

Technical Proficiency :

Judgement & Integrity :

Organization & Prioritization :

Education :