Legal Assistant & Paralegal

Airbus Americas - Herndon, VA4.2

Airbus is an international pioneer in the aerospace industry. We are a leader in designing, manufacturing and delivering aerospace products, services and solutions to customers on a global scale. We aim for a better-connected, safer and more prosperous world.

A commercial aircraft manufacturer, with Space and Defense as well as Helicopters Divisions, Airbus is the largest aeronautics and space company in Europe and a worldwide leader.

Airbus has built on its strong European heritage to become truly international with roughly 180 locations and 12,000 direct suppliers globally. The company has aircraft and helicopter final assembly lines across Asia, Europe and the Americas, and has achieved a more than sixfold order book increase since 2000.

Position Summary:
Performs a wide range of administrative, paralegal and general support duties for the Legal & Compliance department.

Primary Responsibilities:
Provide paralegal support on a wide range of matters including corporate governance documents, litigation, contract review and drafting, risk management reviews, garnishment orders, E&C and team activity reports, legal research, registrations, and compliance (KYC) research - 50%

Assist with corporate governance actions for subsidiaries, including maintenance of electronic and hard copy minute books and other corporate records, drafting of minutes and resolutions for board of directors and shareholder meetings and written consents, drafting entity organizational documents, and maintenance of master lists of legal entities, directors, officers, shareholders, etc.
Assist with corporate reporting obligations for subsidiaries, including internal databases such as CIM, and state and local business registrations and annual reports, other
Assist with scheduling, preparation and organization of board of directors meetings for subsidiaries
Assist with "routine" contract drafting, review and revisions e.g., NDAs, consulting, services, lobbying, special advisor and other agreements based off standardized forms, goods & services procurement contracts; collaborate with attorneys in respect of same
Assist with maintenance of litigation files, master litigation list and litigation holds (creation, tracking and removal)
Assist with Enterprise Risk Management (ERM) reporting and tracking using online ARM tool
Conduct legal research as requested using online tools (inc. Westlaw, PLC , Lexis) and other resources
Assist Ethics & Compliance team with Know Your Customer and other background research regarding various third parties with whom Airbus companies desire to do business
Assist with USG agency reporting or certifications (e.g. SAM, CAGE Code, FAA)
Assist with Blanket L visa petition updates
Assist with management and tracking of garnishment orders; coordinate with Human Resources and Payroll
Manage and prepare weekly L&C activity reports
Assist with L&C staff reporting of gifts & hospitality items using Airbus online tool; assist General Counsel with approval requests for sponsorships & donations

Manage Legal & Compliance internal purchase orders, manage law firm and other L&C vendor invoices, inquiries and related reporting, process L&C expense reports; assist L&C with booking travel; assist with budget tracking; etc.- 40%

Create Click n Buy Purchase Orders (Airbus Procurement process) for L&C vendors, assuring that appropriate Cost Centers and other codes are used and approval signatures are obtained; track status of same; create PO amendments when appropriate
Create Goods Receipts in Click n Buy system in order to process all incoming invoices and track status of same
Field vendor inquiries and payment requests, coordinate with Accounts Payable and Procurement regarding the same and assist with quick resolution, track status and communicate to vendor.
Assist with periodic reporting to Airbus Legal in Toulouse, France regarding law firm matters and legal fees; assist L&C attorneys with ongoing inquiries and setup / updates of matters in Airbus law firm e-billing system, Team Connect
Assist with monthly law firm expenses and general L&C budget tracking.
Enter expense reports (travel, local, conferences, state bar fees, business expenses) for L&C staff through online system, Concur, in a timely and accurate manner.
Assist with travel arrangements for L&C staff using online booking system, Concur, and onsite travel department, BCD Travel; assist in calendaring travel details and preparing itineraries
Assist with general administrative matters, including creation of presentations, file maintenance, copying, scanning, mailings, daily mail distribution, organization of meetings, team calendar, IT & Security requests; etc. - 10%

Assist with creation and revision of various presentations and charts for the L&C department
Assist with general maintenance and indexing of L&C files
Assist with scanning, photocopying, faxing, couriers and other mail delivery, and daily internal mail distribution to L&C staff
Assist Legal Executive Assistant, as requested, with scheduling, planning, catering and set up of monthly L&C lunches and other team meetings, annual L&C team builders and other events (on-site and offsite; involves Outlook invites, VTCs and WebEx set up)
Assist with L&C team IT, Facilities and Security related issues and requests (e.g., computers, cell phone, office phone, VPN, printer/scanner, conference room bookings, office heating/cooling issues, visitor requests, offices and badging, etc.)
Assist with updating and monitoring of team calendar and, if requested, individual L&C staff calendars

Additional Responsibilities:
Other paralegal and administrative duties and special projects as assigned.

Qualified Experience / Skills / Training:
High school diploma required; Bachelor's degree preferred

5+ years experience as an administrative assistant
Legal secretarial/paralegal experience

US paralegal certification required

Knowledge, Skills, Demonstrated Capabilities:
Proficiency with MS Office (Word, Excel, PowerPoint, Outlook) and ability to learn new technologies with guidance; Proficiency with G Suite is a plus
Ability to become proficient in Airbus internal legal, procurement, finance and HR systems (Team Connect, Click n Buy, Concur, SAP, muPULSE, Hub, etc.)

Communication Skills (Spoken, Written, Influencing, Proficiency in Other Languages):

Strong verbal and written communication skills
Ability to competently represent the Legal & Compliance department with internal customers, senior executives and staff, L&C colleagues in Europe and external parties
Proficiency in English (spoken and written); proficiency in French a plus but not required

Travel Required:
Not anticipated other than on infrequent exception basis for L&C department offsite activities
As a leader in our field, Airbus in America provides relocation assistance for qualified positions and a comprehensive compensation and benefits package.

Airbus in America provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. In addition to federal law requirements, Airbus in America complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, demotion, termination, layoff, recall, transfer, leaves of absence, compensation, benefits and training.

Airbus in America expressly prohibits any form of workplace harassment based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetics, pregnancy, marital status, veteran status or other legally protected status. Improper interference with the ability of Airbus' employees to perform their job duties may result in discipline up to and including discharge.

As a matter of policy, Airbus does not sponsor visas for US positions unless specified. Only applicants with current work authorization will be considered.

Airbus does not offer tenured or guaranteed employment. Either the company or the employee can terminate the employment relationship at any time, with or without cause, with or without notice.