Legal Assistant / Senior Legal Assistant

Job Title: Legal Assistant / Senior Legal Assistant

Location: New York (Hybrid Working Model)

About Springer Nature

Springer Nature is one of the leading publishers of research in the world. We publish the largest number of journals and books and are a pioneer in open research. Through our leading brands, trusted for more than 180 years, we provide technology-enabled products, platforms and services that help researchers to uncover new ideas and share their discoveries, health professionals to stay at the forefront of medical science, and educators to advance learning. We are proud to be part of progress, working together with the communities we serve to share knowledge and bring greater understanding to the world. For more information, please visit about.springernature.com and follow @SpringerNature

At Springer Nature, we recognise that great talent develops through many different paths. We encourage applications from individuals with strong transferable skills, provided they are supported by relevant experience that shows how those skills have been successfully applied in practice. Our hiring approach balances skills, experience, and potential to ensure each role is fulfilled with both short term effectiveness and long term growth in mind.

About the Role

Springer Nature is seeking a Legal Assistant, or Senior Legal Assistant, to serve as a key member of the legal team in New York, with primary responsibility for corporate governance, regulatory compliance, and corporate secretarial functions across U.S. entities. The role also encompasses administrative and operational support to a dynamic team of legal professionals, including coordination with internal and external stakeholders on compliance and corporate matters. Working alongside a team dedicated to delivering expert advice to the U.S. market, the position plays an important part in advancing Springer Nature’s mission of opening doors to discovery and protecting its businesses and reputation globally.

The location strategy supports team structure and aligns business needs.

Role Responsibilities:

- Provide proactive administrative and operational support to the Head of Legal, North America, and the U.S. Legal team, demonstrating strong organizational skills, sound judgment, and adaptability while managing multiple priorities in a fast-paced environment.
- Manage complex calendars, travel arrangements, visa applications, expense processing, and meeting logistics, exercising strong organizational savvy to align support activities with departmental and business priorities.
- Organize meetings, workshops, and conference calls; prepare agendas, presentations, and meeting materials; record minutes; and track follow-up actions to ensure alignment with team goals and successful execution of key initiatives.
- Support corporate governance activities for U.S. entities by maintaining corporate records, resolutions, meeting minutes, officer documentation, and required filings, demonstrating attention to detail and the ability to manage complex information accurately.
- Coordinate document execution processes, including signatures, notarizations, certifications, and filings, ensuring legal documentation is completed efficiently, accurately, and in accordance with governance requirements.
- Monitor corporate compliance notifications, filing deadlines, regulatory correspondence, and governance requirements, using sound judgment to identify priorities, mitigate risks, and escalate issues appropriately.
- Support Know Your Customer (KYC), vendor onboarding, compliance questionnaires, beneficial ownership requests, and related due diligence activities by coordinating with stakeholders and managing competing requirements across multiple functions.
- Maintain legal records, matter files, document repositories, and knowledge management resources, ensuring information is organized, accessible, and safeguarded while supporting the Legal team's operational effectiveness.
- Support contract administration activities by coordinating document routing, signature collection, filing, retention, and tracking key contractual obligations, applying strong attention to detail and an understanding of business priorities.
- Assist with document collection, organization, and records management in support of litigation, investigations, audits, regulatory requests, and other sensitive matters, demonstrating resilience and discretion when working under tight deadlines or changing priorities.
- Manage legal team databases, operational systems, and reporting tools, ensuring data integrity, process efficiency, and effective support for departmental objectives.
- Support trademark and intellectual property administration activities, coordinating filings, maintaining records, and tracking deadlines in collaboration with internal stakeholders and external providers.
- Prepare high-quality presentations, reports, spreadsheets, correspondence, and other materials for legal and business stakeholders, tailoring communications effectively for diverse audiences.
- Serve as a trusted point of contact for internal and external stakeholders, building positive relationships, demonstrating strong interpersonal awareness, and ensuring inquiries are handled professionally and efficiently.
- Support legal operations initiatives, departmental projects, budgeting activities, invoice processing, and outside counsel administration, applying financial acumen while balancing operational efficiency and business needs.
- Assist with the coordination of legal training, knowledge-sharing initiatives, and learning and development programs that support team effectiveness and broader departmental goals.
- Contribute to process improvement initiatives that enhance service delivery, strengthen collaboration, and help the Legal function respond effectively to changing business needs and periods of increased demand or crisis.
- Build collaborative partnerships across the business, demonstrating adaptability, resilience, and organizational awareness to support a highly effective, customer-focused Legal team.

Experience, Skills & Qualifications:

- Bachelor's degree
- 2+ years of experience in a Legal Assistant, Executive Assistant, Legal Operations Assistant, Corporate Governance Assistant, or similar administrative role.
- 4+ years of relevant experience to be considered for a Senior Legal Assistant level.
- Experience supporting legal, compliance, corporate governance, executive, or professional services functions is required.
- Strong organizational, coordination, and time-management skills with the ability to manage multiple priorities simultaneously.
- Exceptional attention to detail and commitment to accuracy.
- Strong written and verbal communication skills with the ability to interact professionally with stakeholders at all levels.
- Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
- Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience working with document management, governance, workflow, or legal operations systems is preferred.
- Collaborative, proactive, and solutions-oriented approach with strong customer-service skills.
- High level of integrity, sound judgment, and professional ethics.

Springer Nature US provides a comprehensive and competitive benefits package which includes the benefit offerings listed below:

- Medical, Dental and Vision
- 401(k) with company match and contribution
- Hybrid office working policy, Summer Hours, and paid time off
- Flexible Spending and Commuter programs
- Multiple Life insurance options
- Disability coverage
- Tuition Assistance
- Voluntary benefits: Identity Theft Protection, Pet Insurance, and Legal Assistance Insurance
- Employee Assistance Program
- Family friendly benefits and a variety of employee discounts
- An array of Employee Social Networks

US Annualized Base Salary Range: Legal Assistant - $70,000 - $85,000 / Senior Legal Assistant - $85,000 - $100,000. The salary offer may vary based on work experience, education, skill level, and equity. The US salary range does not align with the salary ranges in other countries when converted to the currency of that country.

Springer Nature is an Equal Opportunity Employer that complies with the laws and regulations set forth in the following https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf poster.

At Springer Nature, our mission is to be part of progress – and that begins with inclusion: of people, perspectives, and ideas. We believe that diverse perspectives drive progress, and we are committed to creating an environment where people and ideas can flourish. If you have any access needs related to disability, neurodivergence or a chronic condition, please contact us so we can make all necessary accommodation. Find out more about our DEI work here: https://group.springernature.com/gp/group/taking-responsibility/diversity-equity-inclusion

For more information about career opportunities in Springer Nature please visit https://springernature.wd3.myworkdayjobs.com/SpringerNatureCareers/

#LI-HC1