Law Department Administrator - EMEA

Overview

We are seeking an experienced, highly organized, and proactive Law Department Administrator is to provide comprehensive executive and administrative support to the General Counsel and wider EMEA legal team across all OSI divisions (Security, Medical, and Optoelectronics).

The role requires exceptional organizational skills, discretion, attention to detail, and the ability to operate effectively across multiple jurisdictions, time zones, and cultures.

The successful candidate will act as a trusted partner to the General Counsel, managing complex schedules, coordinating legal operations, supporting governance and compliance activities, liaising with senior executives and external counsel, and helping ensure the efficient operation of the EMEA legal function.

Responsibilities

Executive & Administrative Support

• Provide full executive support to the General Counsel.
• Manage complex international calendars and travel arrangements.
• Coordinate internal and external meetings across EMEA jurisdictions.
• Prepare agendas, presentations, briefing packs, and meeting materials.
• Screen and prioritize correspondence and manage follow-up actions.
• Track deadlines, approvals, and key deliverables.

Legal Department Operations

• Maintain legal team diaries, reporting calendars, and key milestones.
• Support legal budget tracking and invoice management.
• Coordinate engagement of external counsel and legal service providers.
• Assist with legal spend reporting and vendor administration.
• Maintain legal policies, templates, and document repositories.

Corporate Governance & Entity Support

• Assist with board meetings, resolutions, and corporate records.
• Coordinate signatures, powers of attorney, notarizations, and legalization requirements.
• Support annual corporate maintenance and regulatory filings.
• Maintain entity records across multiple jurisdictions.

Contract & Document Management

• Coordinate contract execution processes.
• Maintain contract databases and filing systems.
• Track contract renewal dates and key obligations.
• Ensure accurate document retention and version control.

Stakeholder Management

• Act as a key point of contact for senior executives, business leaders, and external advisors.
• Liaise with regional management teams across Europe, UK, Middle East, and Africa.
• Coordinate meetings with government authorities, regulators, and external counsel where required.
• Support communication and information flow within the legal team.

Project & Compliance Support

• Assist with legal projects, M&A activities, compliance initiatives, and corporate transactions.
• Coordinate training sessions and legal awareness programs.
• Support audit and investigation requests.
• Prepare management reports, dashboards, and presentations.

Qualifications

• Extensive experience supporting senior executives, preferably within a legal department or international law firm.
• Experience supporting General Counsel, Chief Legal Officers, or senior legal executives.
• Experience working in multinational organizations.
• Strong understanding of legal department operations and corporate governance.
• Experience managing confidential and commercially sensitive information.
• Advanced proficiency in Microsoft Office, Teams, SharePoint, and document management systems.

Key Competencies

• Exceptional organizational and planning skills.
• High level of professionalism and discretion.
• Strong written and verbal communication.
• Ability to manage competing priorities in a fast-paced environment.
• Excellent stakeholder management skills.
• Strong attention to detail.
• Ability to work independently across multiple time zones.

Preferred Experience

• Experience supporting a regional or global General Counsel.
• International corporate governance experience.
• Exposure to Europe, Middle East, and Africa jurisdictions.
• Experience coordinating external counsel and legal budgets.
• Arabic language skills beneficial but not essential.

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