Executive Assistant for IP Transactions and Legal Affairs

Dolby

(San Francisco, California)

Full Time

Job Posting Details

About Dolby

Dolby creates surround sound, imaging, and voice technologies for cinemas, home theaters, PCs, mobile devices, games, and more.

Summary

We are looking for an administrative assistant to support the Legal IP Transactions & Legal Affairs team. The ideal candidate is resourceful and can work autonomously, take initiative and demonstrate excellent follow through. Reporting to the VP, IP Transactions & Legal Affairs, this a great opportunity for someone with strong administrative skills that wants to be a part of a global legal transactions team.

Responsibilities

* Assists with administrative tasks related to internal and external meetings and operations, national and international travel, and communications with employees and customers around the world
* Manages calendar, meetings, and events so that working days are efficiently organized.  
* Plan and provide support for Legal department all-hands meetings, department events and team summits, support department communications. Oversees logistical planning of events including lodging, entertainment, travel, and meeting coordination
* Coordinates communications, agenda planning, logistics, meeting facilitation, and post session action items for management meetings
* Creates presentations, organizational charts, project management tools, and other documents as needed
* Prepares for team and department meetings with necessary data, information, logistics and resources
* Processes expense reports, invoices and budget accruals 
* Manages Legal Department memberships and designations
* Maintains filing repositories
* Enters & verifies data in Dolby’s contractual databases, and assists with data clean-up and data integrity projects
* Helps answer questions and guide business clients on the use of Dolby’s self-service NDA portal and similar tools
* Assists with creation and maintenance of contractual training materials, business guideline/procedure documents and operational playbooks

Assists with administrative tasks related to internal and external meetings and operations, national and international travel, and communications with employees and customers around the world
Manages calendar, meetings, and events so that working days are efficiently organized.
Plan and provide support for Legal department all-hands meetings, department events and team summits, support department communications. Oversees logistical planning of events including lodging, entertainment, travel, and meeting coordination
Coordinates communications, agenda planning, logistics, meeting facilitation, and post session action items for management meetings
Creates presentations, organizational charts, project management tools, and other documents as needed
Prepares for team and department meetings with necessary data, information, logistics and resources
Processes expense reports, invoices and budget accruals
Manages Legal Department memberships and designations
Maintains filing repositories
Enters & verifies data in Dolby’s contractual databases, and assists with data clean-up and data integrity projects
Helps answer questions and guide business clients on the use of Dolby’s self-service NDA portal and similar tools
Assists with creation and maintenance of contractual training materials, business guideline/procedure documents and operational playbooks

Ideal Candidate

* B.A. or B.S. required
* Previous relevant experience as an Administrative Assistant in a fast-paced environment required; additional experience working in a transactional legal department preferred
* High level of initiative, including the ability to identify potential process improvements
* Working knowledge of Apttus CLM system and/or Salesforce is a significant plus
* Ability to work with confidential information and exhibit a high degree of trustworthiness
* Exhibits professionalism and composure in stressful situations and in meeting short deadlines
* Good interpersonal and social skills to support a diverse and dynamic team
* Comfortable with technology, and has the ability to learn new tools and systems on-the-fly
* Must be articulate and possess excellent verbal and written communication skills 
* Strong proficiency in relevant technology including, Outlook, PowerPoint, Word and Excel. Experience with Apttus, Salesforce, and SharePoint preferred  
* Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions

B.A. or B.S. required
Previous relevant experience as an Administrative Assistant in a fast-paced environment required; additional experience working in a transactional legal department preferred
High level of initiative, including the ability to identify potential process improvements
Working knowledge of Apttus CLM system and/or Salesforce is a significant plus
Ability to work with confidential information and exhibit a high degree of trustworthiness
Exhibits professionalism and composure in stressful situations and in meeting short deadlines
Good interpersonal and social skills to support a diverse and dynamic team
Comfortable with technology, and has the ability to learn new tools and systems on-the-fly
Must be articulate and possess excellent verbal and written communication skills
Strong proficiency in relevant technology including, Outlook, PowerPoint, Word and Excel. Experience with Apttus, Salesforce, and SharePoint preferred
Strong attention to detail; able to manage multiple-step procedures and handle frequent interruptions