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Legal Assistant

Date: Jan 15, 2022

Location: Singapore, SG, 117610

Company: IFF Family of Companies

Job Description

Are you inspired to contribute your expertise to a global leading Flavors & Fragrances organization? We are inviting an experienced individual to join our Greater Asia division as Legal Assistant.

 

Your Focus

As Legal Assistant, you will provide substantive para-legal and administrative support to the Regional Legal Director, Greater Asia. You will manage specific tasks in the region and facilitate support to Attorneys in Greater Asia and the International Legal Team. 

 

You will manage all legal matters relating to the Company’s operations in the region, including strategic and regional initiatives, commercial transactions and agreements, employment and union matters, compliance training, investigations, and other initiatives; crisis management, legal and administrative inquiries, background checks, litigations in the region, corporate governance, legal entity record-keeping and administrative support in the Regional Legal Director’s portfolio.

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How You Will Contribute

 

  • Maintain independently, the global Contracts database (Concord) in respect of GA contracts. Ensure that PDF copies of all contracts executed in GA are uploaded in a timely manner on the global database. Monitor contracts for validity and follow-up for renewals. Establish and maintain contract files, both printed and electronic. Review select NDAs and supply contracts and discuss with Attorneys.
  • Administer the global Subsidiary Legal Entities database in respect of subsidiaries in GA. Prepare GAL approval forms and coordinate for corporate secretarial requirements of subsidiaries. Follow-up with Financial Controllers for changes in Directors and Corporate documents and ensure global database is updated.
  • Prepare correspondence, memoranda and other Legal and Business documents. 
  • Assist and support Regional Attorneys for GA Regional Compliance management and implementation. Manage local schedules, materials, communications and arrangements for live and online Training. Obtain Attendance records and update in CCS Tool, maintain records and update training slide decks in the global database. Provide periodic updates and management information to Regional Attorneys and to the global Compliance team. Act as a trainer in specific training programs and conduct training on sections advised by Attorney.
  • Assist with Litigation matters including production of documents and file management. Organise Director Legal calendar, conference calls, meetings, appointments, plus coordinate and manage travel arrangements, visas and expense reporting. 
  • Assist and support Regional Attorneys in quarterly reporting - Litigation & Claims, SEC and Revenue Recognition. Independently follow-up with Country Controllers and Commercial teams to obtain relevant information and documents with a focus on adhering to prescribed timelines.
  • Act as the GA Regional Administrator for legal billing system (Legal Tracker, Serengeti) and to coordinate and implement Legal Tracker in all countries in GA. To project manage the roll-out, coordinate with IT, Country Controllers and key stakeholders for local implementation and maintenance. Schedule and conduct meetings to train stake holders on the process, functions and use of Legal Tracker System. Coordinate with outside Counsel in all countries and update database and records. Ensure timely billing in all countries and provision of relevant management information to Attorneys.
  • Support Attorneys in Budget preparation and finalisation.
  • Maintain independently the GA Regional Crisis Management Team database and ensure Local Crisis Teams also are up to date. Conduct half-yearly updation of Regional Crisis Team members, contact information and supervise issue of updated contact cards to members. Intimate to the global administrator for updation of the global Crisis Teams database, any change in Members of Local and Regional Crisis Teams.
  • Manage background checks for potential new distributors, agency, vendors.
  • Assist and participate with Paralegals and Management Assistants in New York and Hilversum on execution and implementation of regional and global Law Department projects and initiatives, including the Frutarom integration. Serve as the back-up, as needed, for Paralegals and Management Assistants

Job Requirements

What you will need to be successful

Essential Skills

  • A Bachelor’s degree from a reputable Institute or University.
  • Excellent verbal, written and interpersonal skills and an ability to convey legal principles clearly and concisely.
  • Deep drive to remove process barriers, keep projects on time, and doing whatever it takes to complete the task at hand
  • Ability to interact effectively across all levels of the organization and with external counsel.
  • Ability to successfully manage multiple matters and meet deadlines within a changing, fast-paced environment.
  • Strong MS Outlook, MS Teams, Zoom, Excel and spreadsheet software, Word, PPT, and Acrobat(PDF) skills
  • Experience with Serengeti/Legal Tracker, SAP, Concord or similar tools is a plus.
  • Fluency in English; additional languages fluency is an advantage.

 

Essential Experience

  • Over 5 years work experience as a Paralegal or Administrative Assistant, preferably in a Corporate Law department or in a Law Firm.
  • Familiarity with the laws of Singapore
  • Strong experience in handling para-legal matters.
  • Experience negotiating and drafting commercial agreements and contracts.
  • Strong organisational skills with high level of attention to detail and accuracy. 

 

 

At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex or veteran status. We strive for inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability. Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more…