Department: Legal
Reports to: General Counsel
Classification: Salaried Exempt
Work Environment: Hybrid
OVERVIEW
The Paralegal provides comprehensive legal support to the Legal Department across privacy compliance, contract and litigation tracking, regulatory monitoring, intellectual property administration, and day-to-day legal correspondence. This role serves as a central point of organization for the legal team, maintaining accurate, current records across multiple legal functions and producing certain first-draft documents that allow attorneys to focus on substantive review and strategy. The ideal candidate is highly organized, detail-oriented, discreet, and comfortable managing competing deadlines across diverse legal subject matter.
RESPONSIBILITIES:
Privacy & Data Subject Access Request (DSAR) Management-
Serve as primary intake and workflow coordinator for incoming Data Subject Access Requests (DSARs), deletion requests, opt-out requests, and related privacy inquiries under applicable laws (e.g., CCPA/CPRA, GDPR, and other state/international privacy statutes).
-
Log, triage, and track each request through to resolution using the privacy request management system, ensuring all statutory response deadlines are calendared and met.
-
Coordinate with IT, HR, customer service, and other business units to locate, compile, and verify responsive personal data.
-
Draft response correspondence to data subjects.
-
Maintain DSAR metrics and prepare periodic reporting for the privacy team and senior leadership.
-
Flag unusual, high-risk, or potentially litigious requests to supervising counsel.
Legal Matter & Contract Tracking-
Maintain a detailed, continuously updated master legal matter list covering:
-
Pending and executed contracts, including key terms, counterparties, and effective dates
-
Upcoming contract renewals, expirations, and auto-renewal notice deadlines
-
Pending and threatened litigation, including case status, key dates, and outside counsel contacts
-
HR-related legal matters (e.g., employment disputes, accommodation requests, investigations)
-
Customer service and consumer-facing legal escalations
-
Calendar and proactively flag upcoming deadlines (renewals, expirations, response dates, statute of limitations dates) to responsible attorney with sufficient lead time.
-
Maintain organized, accessible files (electronic and/or physical) for all executed agreements and matter records.
-
Generate status reports and dashboards for use in legal department and executive reporting.
Regulatory-
Monitor the department's regulatory tracker across applicable jurisdictions and subject areas.
-
Update internal databases and trackers to reflect new filings, rule changes, deadlines, and compliance statuses.
-
Prepare and submit required regulatory filings and registrations, or coordinate filing logistics.
-
Maintain a documented audit trail of filings, notices, and related correspondence.
Intellectual Property Administration-
Maintain and update the company's IP register, including trademarks, patents, copyrights, and domain names, with current status, ownership, and renewal/maintenance deadlines.
-
Coordinate collection, cataloging, and storage of trademark specimens and supporting use evidence.
-
Conduct initial knockout searches for proposed trademarks and prepare preliminary clearance summaries for attorney review.
-
Perform collateral review (packaging, marketing materials, website content, product labeling) to confirm proper trademark usage, notice markings, and identify potential clearance issues.
-
Track and calendar IP renewal, maintenance, and statement-of-use deadlines, and coordinate timely filings with counsel or outside IP counsel.
-
Assist with new application intake, including gathering required information and supporting documentation from business stakeholders.
Correspondence and Administrative Work-
Track incoming legal correspondence and ensure timely routing to appropriate attorneys.
-
Maintain organized correspondence files and ensure proper documentation of all communications related to active matters.
-
Support scheduling and logistics for calls, meetings, and deadlines arising from correspondence.
Drafting of Template Documents-
Prepare initial drafts of standard legal documents from approved templates and playbooks.
-
Populate templates with deal-specific or matter-specific terms based on business stakeholder input, escalating substantive deviations or non-standard terms to supervising counsel.
QUALIFICATIONS:
-
Exceptional organizational skills with the ability to manage a high volume of matters, deadlines, and documents simultaneously.
-
Strong written communication skills, with the ability to draft clear, professional correspondence and documents.
-
High degree of discretion and sound judgment in handling confidential and privileged information.
-
Proficiency with contract lifecycle management (CLM) systems, e-signature platforms, and legal matter management software.
-
Familiarity with trademark search tools and databases (e.g., USPTO TESS) and willingness to learn additional research tools.
-
Strong attention to detail and accuracy, particularly in tracking deadlines and regulatory obligations.
-
Ability to work both independently and collaboratively with attorneys and cross-functional business teams.
-
Proficiency in Microsoft Office (Word, Excel, Outlook) and comfort with legal research platforms.
REQUIRED EDUCATION/EXPERIENCE:
-
Paralegal certificate or equivalent training from an ABA-approved program (or equivalent experience) required.
-
10+ years of experience as a paralegal in an in-house legal department.
-
Prior experience with privacy/data protection compliance (e.g., DSAR handling) preferred.
-
Prior exposure to trademark/IP docketing and prosecution support preferred.
WORKING CONDITIONS
This is a full-time, in-house position based at the corporate headquarters in Deer Park, NY / operating on a hybrid basis as designated by the Legal Department. Occasional additional hours may be required to meet filing deadlines or respond to time-sensitive legal matters.
LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.
FRAGRANCE.COM BENEFITS:
Medical, Dental & Vision Coverage — comprehensive health benefits to keep you and your family well-
Life Insurance & Voluntary Programs — flexible options to fit your needs
-
401(k) with Generous Company Match — we invest in your financial future
-
Generous Paid Time Off — because rest and balance matter
-
Employee Assistance Program, Health Advocacy & Caregiving Resources — support for life's challenges, big and small
-
Employee Product Discounts — enjoy the brands and products you help build
-
Company Events & Gatherings — we work hard and celebrate together
**This is a direct hire. No agencies or recruiters please**
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
Fragrance.com is firmly committed to the principle of equal employment opportunity. Fragrance.com offers employment opportunities without regard to race, color, sex, age, religion, national origin, disability, U.S. military and or other prohibited bases of discrimination, both state and local. All aspects of the employment relationship (including recruiting, hiring, training, working conditions, compensation, promotion, discipline, and termination) are subject to this policy.
Monday - Friday (9:00am - 5:00pm)
