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Legal Specialist (Paralegal)
FHI 360
Grade: Unspecified
Occupations: Legal Affairs
Job Expired
Added 3 months ago
Job Description

Job Summary:

Support the Office of the General Counsel (OGC) in legal matters such as corporate entity formation, governance, and compliance; corporate transactions; trademark registrations; insurance program administration; business contract management; and providing a variety of legal services to company departments and business units. Responsible for maintaining annual schedule of corporate filings, recurring processes like Certificate of Insurance (COI) updates, and performing the related work without prompting. Responsible for managing departmental operations, including matter tracking, records indexing and storage, and maintaining OGC's legal resources and service portals on the company intranet.


  • Generate basic contracts and other legal documents for attorney review, and assist with contract management.

  • Conduct legal and factual research and draft memoranda for OGC lawyers.

  • Prepare corporate documents and records; coordinate meetings and maintain minute books for the organization’s subsidiaries, including preparing minutes and resolutions.

  • Provide corporate transactions support, including organization of due diligence materials and preparation of closing documents.

  • Oversee domestic corporate registrations and charitable solicitation licenses, including annual reports and renewals, for the organization and/or subsidiaries and affiliates; assist with annual income and franchise tax filings for the organization and/or subsidiaries.

  • Maintain schedule of registered trademarks and assist with preparation of renewal applications.

  • Organize and track files for internal investigations and administrative proceedings, including creating and maintaining document databases.

  • Assist OGC lawyers in providing legal support to internal clients in company departments and business units, and with oversight and implementation of company policies.

  • Oversee annual corporate insurance renewal, including compiling application information from relevant departments and preparing/submitting applications; maintain copies of insurance policies, claims documentation and other records; obtain and track certificates of insurance; assist with review, negotiation, and revision of contractual insurance requirements; assist with purchase of specialty insurance policies such as local clinical trial or professional liability insurance.

  • Assist with identifying, vetting, and engaging foreign local counsel and maintaining OGC directory of approved local counsel on internal systems; liaise with outside counsel and legal vendors, and review and process invoices for payment.

  • Organize, preserve and file legal documents; be responsible for internal OGC department filing system (hardcopy and SharePoint) to ensure proper indexing and filing of records.

  • Update and maintain OGC’s legal guidance resources for internal clients on Connect and SharePoint.

  • Undertake special projects as requested by OGC lawyers and other managers.

  • Performs other duties as assigned.

Applied Knowledge & Skills:

  • Essential job qualifications/skills are: initiative, willingness/ability to learn quickly, problem- solving skills, resourcefulness, communication skills, and organizational skills.

  • Knowledge of corporate law, corporate governance/compliance requirements, contract law, workings of relevant governmental and regulatory agencies such as secretaries of state, and ethical rules applicable to paralegals and supervising attorneys;  

  • Strong online search and research skills, including ability to locate and retrieve legal, regulatory, factual, and public records information, and ability to use online filing portals;

  • Articulate, professional and able to communicate in a clear, positive manner with clients and staff.

  • Ability to communicate information and ideas in writing so others will understand.

  • Ability to analyze legal and other documents and source materials.

  • Ability to prioritize and manage multiple projects and adapt quickly to changes/deadlines.

  • Ability to self-direct and follow through on issues in a timely manner.

  • Excellent written and oral communications and interpersonal skills, and ability to handle situations with diplomacy and tact.

  • Advanced knowledge of administrative and organizational procedures and systems including business correspondence, file and records management.

  • Advanced knowledge of Microsoft Office Suite of products (Excel, Word, PowerPoint, Access, etc.), and experience with SharePoint or ability to quickly gain proficiency.

  • Excellent attention to detail.

  • Must be able to read, write, and speak fluent English.

Problem Solving & Impact:

  • Independently identifies and resolves problems in a timely manner.

  • Differentiates between situations that can be handled independently and those that need to be escalated for direction and/or resolution.

  • Addresses problems in accordance with priorities, policies and commitments of the General Counsel.

Supervision Given/Received:

  • Ability to effectively handle responsibilities with limited supervision.

  • No instruction needed for routine work.

  • Ability to follow general and/or periodic instruction for new work and special assignments.

  • Contacts are frequent with individuals representing other departments, and/or representing outside organizations.

  • Contacts involve obtaining or providing information/data of a sensitive nature on matters of importance.

  • May lead and provide guidance to other lower level personnel.

  • Daily or weekly instructions from supervising attorney re: immediate tasks

  • Long-term or ongoing projects explained by supervising attorney at outset with regular status check-ins afterwards

  • Typically reports to a Manager or Director.


  • Bachelor's Degree or its International Equivalent.

  • Paralegal certification a plus.


  • Typically requires a minimum 3 - 5 years working as a corporate paralegal in a law firm or in- house legal department.

  • Non-governmental organization (NGO) experience preferred.

Typical Physical Demands:

  • Typical office environment.

  • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

  • Ability to sit and stand for extended periods of time.

  • Ability to lift 5 - 50 lbs.

Technology to be Used:

  • Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier.

Travel Requirements:

  • Less than 10%

Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

Disclaimer: Note the Compensation Band that appears on the job description is associated with those jobs assigned to the US Salary Structure and employees that are paid from US payroll.

The Compensation Band for all national local employees aligns to the Compensation Structure based on the Country location of the job.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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