Paralegal/Legal Assistant III

Avaya is an enterprise software leader that helps the world's largest organizations and government agencies forge unbreakable connections.

The Avaya Infinity platform unifies fragmented customer experiences, connecting the channels, insights, technologies, and workflows that together create enduring customer and employee relationships.

We believe success is built through strong connections - with each other, with our work, and with our mission. At Avaya, you'll find a community that values your contributions and supports your growth every step of the way.

Learn more at https://www.avaya.com

Avaya is looking for an experienced certified paralegal to join our headquarters' legal team in Morristown, New Jersey. A successful candidate will be able to navigate various areas in the legal department, particularly in the corporate space. Agility and flexibility to adapt to a fast-paced and changing environment is crucial.

Essential functions for the role:

Corporate Legal Support:

• Provide legal support to the company's corporate development, finance and tax functions
• Prepare and/or review non-disclosure agreements (NDAs) with third parties and track such agreements
• Prepare and distribute internal NDAs
• Assist with distribution and tracking of indemnification agreements
• Prepare quarterly certifications and other documents as per the company's credit agreements
• Assisting attorneys in research activities, document gathering, as well as with investigations and initial drafting of responses to legal inquiries and demands
• Process reports and bills from vendors, obtaining necessary approvals and send such requests for payment; handle and/or assist with budgeting and expense accruals
• Provide other general assistance to the Legal Department, including due diligence activities related to mergers and acquisitions

* Corporate Secretary Support:

• Involvement in the Board meeting preparation process and corporate secretarial function for the parent company, including:
• Coordinate preparation of meeting materials and post materials on the Board's portal, as well as post-meeting procedures, e.g., tracking meeting attendance and filing of approved meeting minutes
• Draft of various documents, including resolutions, unanimous written consents, Board schedules, meeting minutes and other material for the Board
• Maintain the parent company's stock ledger and process share transfers
• Manage and serve as the administrator of the company's external datasite, including but not limited to posting materials on the site, reviewing requests for site access, etc.
• Monitor email accounts for the board of directors and corporate secretary
• Gather information and/or documents (as applicable) to respond to KYC requests
• Serve as the company's liaison with its external transfer agent
• Prepare reports each quarter-end regarding, among other things, active entities, Board and business matters, current non-solicitation restrictions, etc.
• Prepare, distribute and review annual D&O questionnaires
• Administer and coordinate quarterly non-employee director compensation payments
• Process employee requests to serve on external boards of directors

Subsidiary Management:

• Administration of the corporate subsidiary management process in the U.S. and internationally and coordination with regional paralegals and attorneys, including:
• Maintenance of an online database of all subsidiaries and minority investments with direct responsibility for entity records for U.S. and Canadian entities (familiarity with hCue preferred)
• Drafting of corporate resolutions for entities in the U.S. and Canada, including organizational resolutions, annual officer/director elections, banking resolutions, etc.
• Maintenance of minute books for U.S. entities in accordance with legal requirements
• Drafting Incumbency and Secretary's Certificates for various transactions, maintenance of bank accounts and Know Your Customer (KYC) requests
• Preparation of meeting minutes for entities in the U.S. and Canada when meetings are held
• Providing current lists of officers and directors
• Support the company's tax team to assist with state annual reports for different U.S. subsidiaries
• Qualifications/registrations to do business and withdrawals
• Coordinate the Apostilling and Authentication of documents when necessary
• Environmental, Social and Governance (ESG) Support:
• Work with outside counsel and outside advisors (e.g., environmental consultants) to support environmental remediation efforts at legacy sites
• Work with the finance team to calculate and document the company's environmental reserves each fiscal quarter
• Oversee a contractor who handles U.S. health and safety regulations and reports
• Gather information re ESG matters to support RFPs and customer and vendor questionnaires, including the EcoVadis questionnaire
• Coordinate the collection and verification of green house gas (GHG) data, as well as conflict minerals matters
• Prepare and/or support the preparation of required reports, as applicable (e.g., climate reports in California and other jurisdictions, Streamlined Environmental Carbon Reporting (SECR), reports in Australia, Canada and the UK regarding forced labor / modern slavery matters, Corporate Sustainability Reporting Directive (CSRD), etc.)

Candidate Essentials:

• Minimum 7 years of experience working as a paralegal or legal assistant at a law firm or in-house corporate legal department (in-house experience a plus)
• Experience with managing domestic and foreign subsidiary activities, corporate governance items and corporate records
• Knowledge of ESG matters
• Proficient computer software skills in the Microsoft Office suite and with licensed software tools
• Able to manage multiple tasks with minimal oversight
• Stellar organizational skills and a demonstrated track record of managing the details required of a paralegal
• Excellent written and verbal communication skills and the ability to collaborate with others
• Ability to work independently, multi-task and prioritize workload effectively
• Ability to remain flexible in potentially unpredictable situations and adapt to various assignments and workflow

Key Competencies

Be at your best by finding ways to develop and improve and by including and learning from others

• Seeks feedback to enhance self-awareness; shares experience and expertise with others
• Share, listen to, seek out and respectfully consider diverse ideas, perspectives, experiences and approaches

Be innovative by finding new ways to win and looking for better ways to work

• Identifies new ways to collaborate with others and improve internal processes; tests new approaches to find best practices
• Sees the opportunity for change and supports it; is ready to adapt to new work situations, processes and technologies

Be accountable by leading with character and driving for results

• Performs with integrity and reliability; takes responsibility and follows through on commitments
• Displays a sense of urgency; is proactive and persistent in getting things done quickly

The pay range for this opportunity is from $99,500 to $134,300 + performance-related bonus + benefits.

This range represents the anticipated low and high ends of the salary for this position. This role is also eligible to receive an annual bonus that aligns with individual and company performance. Actual salaries will vary and are based on factors such as a candidate's qualifications, skills, competencies, and location.

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