ABOUT THE ROLE AND OUR TEAM:

We are a close-knit legal team that enjoys working on fun and challenging projects together.  We are looking for an experienced, energetic, and eager Legal Assistant to join our global legal team and support our legal team operations. This position is based out of our Barcelona, Spain office. The Legal Assistant (you!) will be responsible for managing billing, estimates, and purchase orders for the global legal team, overseeing all legal task intake and assignments, assisting with insurance renewals, handling notary and apostille requirements, and providing general legal team administrative support. You will work closely with the full legal team and alongside key business partners and you will report to our Senior Corporate Counsel in Barcelona.  

RESPONSIBILITIES: 

Billing & Financial Management: Track, manage, and process legal department invoices and purchase orders, with close coordination with accounting and payables teams. Assist with cost estimates, ensuring alignment with the legal team’s budget. Reconcile invoices with purchase orders and resolve any discrepancies. Assist in preparing and tracking the legal team’s budget. Task & Legal Requests Management: Organize, assign, and monitor tasks within the legal team using task management tools. Serve as the first point of contact for legal requests, ensuring timely assignment and resolution. Insurance & Corporate Support: Assist in the renewal process for company insurance policies, ensuring all documentation is accurate and timely. Liaise with insurance broker and internal stakeholders on renewals, claims management and day-to-day requests. Coordinate tax filing preparation for legal matters. Notary & Apostille Services: Support notary requirements, ensuring compliance with legal requirements. Assist with the apostille process, ensuring all legal documents meet international standards. Legal Team Operations: Schedule and coordinate legal team meetings, off-sites, and events, including creating legal presentation templates and agendas. Maintain the legal team’s calendar and manage document filing systems (including completing document searches for legal team members). Support our Legal PMO function initiatives, including preparing template documents, working group lists, and timelines. Administrative Support: Manage communication for the legal team, ensuring smooth interaction with internal team members and external stakeholders. Manage legal team mail intake and assist with legal mailings. Coordinating signatures with both internal and external stakeholders. Provide general administrative support as requested.

SUCCESSFUL LEGAL ASSISTANT CANDIDATES HAVE:

3-4 years experience working with an in-house legal team or in the corporate practice area of a law firm Demonstrable experience with majority of the Responsibilities listed above Ability to manage, organize, and prioritize workload and multiple deadlines in a fast-paced, global environment Have strong organizational skills and be detailed-oriented; self-motivated and proactive Excellent oral and written communicator; works well in a team dynamic and at ease in collaborating with all levels of management Demonstrated proficiency and experience with a broad range of computer software, including Google Suite, Microsoft Word and Excel, Adobe, and DocuSign. Knowledge of a contract management system and billing systems is a plus. Business fluency in English required.