M24231 Legal Assistant to the General Counsel

CIMMYT is a cutting-edge, non-profit, international organization dedicated to solving tomorrow’s problems today. It is entrusted with fostering improved quantity, quality, and dependability of production systems and basic cereals such as maize, wheat, triticale, sorghum, millets, and associated crops through applied agricultural science, particularly in the Global South, through building strong partnerships. This combination enhances the livelihood trajectories and resilience of millions of resource-poor farmers, while working towards a more productive, inclusive, and resilient agrifood system within planetary boundaries. CIMMYT is a core CGIAR Research Center, a global research partnership for a food-secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources. For more information, visit cimmyt.org

CIMMYT is seeking a dynamic, detail-oriented, and customer-focused professional to join our Legal Department as a Legal Assistant to the General Counsel.

The position will be based at CIMMYT headquarters in Texcoco, State of Mexico, near Mexico City.

Specific duties:

• Provide comprehensive daily support to the General Counsel across all areas of responsibility. This includes managing internal and external communications, drafting, editing, and preparing legal documents and correspondence, maintaining and organizing confidential files, and handling special projects as assigned. This includes ensuring all documents are accurate, compliant with legal standards, and properly organized in a secure filing system.
• Manage complex calendar management, coordinating a dynamic schedule with frequent changes and conflicts. Responsibilities include scheduling, rescheduling, and adjusting meeting details while ensuring all logistical aspects are properly arranged. Provide timely reminders and relevant information for upcoming meetings. Ensuring that all deadlines and important dates are met, providing timely reminders and preparing background information for upcoming meetings. Conducting research and gathering information to support the General Counsel in decision-making. Summarizing findings and presenting them in a clear and concise manner.
• Provide support to the Contract Life Cycle Management drafting, review, negotiation, amendment, release, quality control, management, contracts, and agreements entered by CIMMYT with national and international (private and public) entities.
• Perform contract management activities (reception, verification, follow-up of documents, signature preparation, and processing (Cover Sheet Preparation and Adobe Sign process).
• Perform the control desk activities, such as assigning, following up, and processing tickets.
• Support the updating, creating, and implementing processes, practices, guidelines, procedures, and workflow optimization to improve the legal team's day-to-day efficiency and effectiveness.
• Support the implementation and roll-out of Legal Department tools to streamline workflow automation within the Legal team and its internal clients.
• Support the maintenance and implementation of processes, procedures, guidelines, best practices, and tools that allow the Department to provide accurate and timely service for our clients and the continuous improvement of Contract Life Cycle processes, including, but not limited to, automation, dashboard improvement, and KPI monitoring tools.
• Prepare agendas, attend meetings, and accurately record minutes, capturing key action items and ensuring timely follow-up. Coordinate and provide preparatory information for meeting participants.
• Manage various administrative tasks such as processing expense reports, handling payments, organizing travel arrangements and accommodations, managing advances, and documenting and reporting departmental activities to ensure all tasks are completed efficiently Act as a primary point of contact between the General Counsel and internal/external stakeholders. Handling routine communications, escalating issues when necessary, and ensuring smooth communication flows, maintaining confidentiality and managing sensitive information with the utmost discretion
• Liaise with Procurement to process the department's requests for services, purchases, and requisitions of supplies.
• Keep track of the vehicles assigned to the Department to monitor maintenance needs, checks, and other required processes.
• Assisting with the preparation of lists, status charts, and data management integral to the Department
• Support the curation of agreements and other document databases.
• Maintain a high level of support for stakeholders requiring input, search, and update data and information.
• Manage and track a high volume of tasks and projects.
• Participate in the optimization of processes for legal services processes and guidelines.
• Ensure proper follow-up of entrusted matters, tracking these matters daily in the provided dashboards and KPI monitoring tools that will be used to prepare the progress update to the relevant areas.
• Perform other related tasks within the job level as may be requested by the immediate supervisor.

• The selected candidate must have a bachelor’s degree in law, administration, or related fields.
• At least five years of experience as an Executive Assistant to a managing partner or partner of a large law firm or in similar roles or activities.
• Demonstrated experience working in a highly confidential environment at the executive level.
• Detailed accuracy, acute sensitivity to the importance of time urgency, exceptional anticipation skills, and an enviable personal touch. Demonstrate consistent follow-up to ensure task completion. Consistently operate with urgency while not losing sight of the detail.
• Excellent oral and written communication skills to communicate precisely and professionally with internal and external sources.
• Demonstrated ability to multi-task, take initiative, work independently, maintain an organized work environment, and be part of a team in a fast-paced environment.
• Organizational and planning skills, with the ability to think logically and anticipate outcomes.
• High ethical standards with a strong commitment to maintain confidentiality and treat sensitive information with discretion. This position works independently and collaboratively and requires outstanding client service, sound judgment, personal and professional integrity, a strong work ethic, and the ability to work under challenging time constraints and competing priorities.
• Proficiency in English and Spanish. English test will be administered; the candidate must score a minimum of C2 as per CEFR.
• Proficient computer skills (at a minimum: Microsoft Office and Adobe Acrobat) and willingness to learn/master other programs and software as necessary.
• Excellent organizational, writing, research, and communication skills, including the writing and communication skills, including the ability to communicate legal concepts to lay (non-legal) stakeholders.
• The selected candidate must exhibit the following competencies: Proactive, Communication, Problem-solving, Achievement Orientation, Flexibility/Adaptability, Multi-Cultural Awareness/Sensitivity, Teamwork, Time Management, and Collaboration.

CIMMYT offers an attractive remuneration package and support for continuous professional development. In addition to the provisions of the Mexican Labor Law our package of benefits includes year-end bonus (40 days), vacation premium (56%), life and medical insurance, supermarket coupons, savings fund, social Mexican benefits (IMSS, SAR / Infonavit).