Corporate Legal Secretary

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Company Overview:

Cennox is a dynamic and innovative company with a strong commitment to excellence. We work with the world’s leading businesses as their managed service change partner. Our spirit of customer first, customer driven, ensures each collaboration exceeds service excellence across all things facilities, security and technology.

We are seeking a skilled Corporate Legal Secretary to join our Legal Team in Alpharetta, GA, which provides legal support and expertise to departments within the company, ensuring our operations align with the highest legal standards and regulatory requirements.

Position Overview:

As a Corporate Legal Secretary, you will play a crucial role in maintaining the efficiency and effectiveness of our legal and licensing operations. You will work closely with the legal team, providing administrative and organizational support to ensure seamless legal processes and manage the licensing operations of Cennox.

Responsibilities:

· Document Preparation and Management: Draft, proofread, and format legal documents, contracts, agreements, and correspondence with meticulous attention to detail. Organize and maintain electronic and physical filing systems for easy retrieval and reference.

· Calendar and Schedule Management: Coordinate and manage attorneys' calendars, scheduling appointments, meetings, and other dates, and ensure that all deadlines are met.

· Communication and Correspondence: Assist with communication between legal team members, internal departments, external partners, customers, and stakeholders regarding legal matters and licensing. Answer and direct phone calls, emails, and inquiries, demonstrating professionalism and discretion. Coordinate with regulatory agencies to address any questions or issues related to legal matters, license applications and renewals.

· Meeting Support: Prepare meeting agendas, presentations, and materials. Attend meetings to take accurate minutes, track action items, and follow up on outstanding tasks.

· Travel Arrangements: Arrange travel accommodations, itineraries, and logistics for legal team members as necessary.

· Billing and Expense Tracking: Assist in tracking legal expenses, processing invoices, and maintaining accurate records for budgeting and reporting purposes.

· License Application and Tracking: Assist in the accurate compilation, preparation and submission of license applications to relevant regulatory authorities in a timely manner. Maintain a well-

organized system to track the progress of license applications, ensuring that all necessary steps and approvals are obtained. Keep all stakeholders informed about the status of applications.

· Renewal Management: Monitor license expiration dates and initiate the renewal process as needed. Gather and submit the required documents and payments to ensure timely renewal of licenses.

· License Management: Maintain accurate and up-to-date records of all licenses, permits, and related documentation. Organize electronic and physical filing systems for easy retrieval and reference.

· Compliance Monitoring: Assist in ensuring that the company's operations and practices align with regulatory requirements and standards set by licensing authorities.

· Reporting: Generate reports and summaries regarding the status of licenses, renewals, and compliance activities for management review.

· Research: Conduct research to stay informed about relevant licensing regulations, changes, and updates that may impact the company's operations.

· Confidentiality and Ethics: Handle sensitive and confidential information with the utmost discretion and professionalism, adhering to ethical standards and maintaining customer and company confidentiality.

· Administrative Support: Provide general administrative assistance, including scanning, faxing, and filing documents. Support the legal team with day-to-day tasks to ensure efficient operations.

· Perform other duties as required, requested or assigned.

Qualifications:

· High school diploma or equivalent (Bachelor's degree strongly preferred).

· Proven experience as a secretary or in a similar administrative role, preferably within a legal environment and ideally in cross-functional in-house teams.

· Strong proficiency in MS Office (Word, Excel, PowerPoint, Project) and legal document management systems including Docusign.

· Detail oriented with exceptional organizational, presentation, and communication skills, both verbal and written.

· A self-starter with the demonstrated ability to take initiative, proactively identify issues/opportunities and employ exceptional business judgement and acumen to recommend and execute on resolutions/actions.

· Ability to manage time effectively and work independently.

· Familiarity with legal terminology, processes, and procedures.

· Discretion and understanding of the importance of confidentiality.

· Strong interpersonal skills and a professional demeanor.

· A resourceful, strategic, and data drive, yet creative, problem solver.

· Ability to organize and manage multiple, and at times competing, priorities and work well under pressure in a fast-paced setting.

Benefits:

· Competitive salary and benefits package.

· Opportunities for professional growth and development, including exposure to diverse legal matters.

· Collaborative and supportive work culture.

Cennox provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.