Legal Operations Coordinator

Summary

Summary/Objective

This position is responsible for corporate governance support and serves as the point of contact between the organization’s business leaders, asset Board of Directors and joint venture partners, as well as other leadership teams. The role is responsible for scheduling, organizing and supporting board meetings and all board management functions.  The role ensures smooth communication, coordination, and administrative support across governance and executive functions.

The core purpose of the position is to provide contract management services including overseeing business contracts, document control, and governance liaison support that enables effective collaboration between the key personnel. This includes drafting and maintaining board decks, board consents and board minutes, maintaining accurate records, facilitating communication, and ensuring timely delivery of materials and information.

The individual must be comfortable in an executive business setting and able to coordinate correspondence with international partners. Excellent organizational, production, and document management skills are required.

Position Description

Essential Functions

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Contract Administration

• Contract lifestyle management including supporting business partners as assigned throughout drafting, reviewing, negotiating, revising, and execution of contracts
• Work with internal and external parties to ensure adherence to company policies, legal requirements, and industry standards
• Identify potential risks regarding contracts administration and recommend mitigation strategies, working with the Legal department.
• Maintain organized, up-to-date contract databases and documentation including contract amendments
• Track contract performance and delivery timelines.
• Partner with internal business partners to align contracts with business goals

Project Board and Joint Venture Partner Support & Coordination

• Serve as the staff liaison to asset Boards and joint venture partners, coordinating projects, and administrative needs 
• Gather, analyze, and summarize reports and documents, ensuring that decision-makers have access to relevant and timely information
• Prepare and distribute agendas, minutes, quarterly reports, and follow-up actions for Board and committee meetings including written consents, resolutions, and other board materials in coordination with the Legal department
• Ensure all meeting participants are informed of schedules, materials, and next steps 

Position Description Continued

• Maintain Board records, handbooks, and member contact information, update rosters and policies 
• Coordinate Board events, and special activities 
• Schedule and manage Board and leadership meetings, including hybrid formats, arranging facilities, A/V needs, and room and technology setup

Information Management

• Organize business meeting records and track contract obligations

• Prepare and finalize board meeting agenda and meeting minutes
• Coordinate with legal counsel for receipt of documents
• Maintain digital and physical files

• Serve as an in-house expert in MS Office Suite, sharepoint, HCue, Docusign, and other relevant tools 
• Document Management: Organizing Files and Optimizing Storage Folders

Competencies

• Desire to work in team-oriented culture
• Communication Proficiency
• Ethical Conduct
• Self-starter, minimum supervision
• Detail oriented
• Discretion and Confidentiality
• Problem Solver

Qualifications

Required Education and Experience

• Bachelor's Degree in business, law, management or related experience or equivalent work experience.  Paralegal experience is a plus
• Minimum of five (5) years of experience in an executive office or international business

Preferred Education and Experience

• Bi-lingual in English (business level) and Japanese (business level)

Additional Eligibility Qualifications

• Strong research and report-generating skills
• Excellent MS Office skills (Excel, Power Point, Word) and contract management software

JERA Americas does not accept unsolicited resumes from third party recruiters or employment agencies. In the absence of an executed Recruitment Services Agreement, JERA Americas shall have no obligation to pay any referral compensation or recruiter fee.