Legal Department Administrator

OUR PURPOSE AND CULTURE

We are driven to create a future where people and place enrich one another. We are wholly committed to rooting ourselves more deeply in every place we are in while setting new benchmarks for positive impact. As a pioneering collective with a common purpose, we curate extraordinary moments and honor the soul of every place along our journey. At Rosewood Hotel Group, we answer The Calling. Together, we Make the Place.

THE TEAM

The global Legal & Data Privacy Department supports the business across legal, data privacy and related matters. Working across multiple geographies and time zones, the team collaborates closely with colleagues across the organization, including Finance teams in Hong Kong and Shanghai, as well as external counsel and service providers.

YOUR ROLE

The Legal Department Administrator is the operational backbone of the global Legal & Data Privacy Department, keeping budgets, invoices, calendars, records and programs organized so the team can focus on the business. Reporting to the EVP & General Counsel, with a dotted-line relationship to the Manager, Legal Operations & Technology, Global, you will play an important role in keeping this global team connected, organized and operating effectively.

You will manage priorities, expenses and logistics with discretion and sound judgment, while helping foster team connection through training, recognition, milestones and events. This role is ideal for an experienced administrative professional who takes pride in excellent administration, enjoys owning processes end to end and thrives in a growing international environment.

HOW YOU'LL MAKE THE PLACE

• Support the preparation of annual Legal Department budgets at corporate and property levels, tracking actual spend, including outside counsel and vendor costs, and preparing budget-to-actual summaries.
• Manage outside counsel and service provider invoices from receipt through payment, including coding, approval routing, discrepancy resolution, invoice logs and accrual support.
• Proactively manage the EVP & General Counsel's calendar, priorities, expenses and travel logistics, resolving conflicts and preparing briefing materials as needed.
• Coordinate the Legal Department calendar, global training schedules, meetings, offsites and events across multiple time zones, including invitations, materials, attendance records and logistics.
• Support onboarding and offboarding and help build team connection by coordinating work anniversaries, birthdays, recognition, gifts and other milestones.
• Maintain accurate and accessible Legal Department files and records, including the contract repository, and support document distribution, signature coordination, administrative projects and general department administration.

COULD THIS BE YOU?

• You are an experienced administrative professional or executive assistant with a strong track record of directly supporting senior executives.
• You have demonstrated experience managing department budgets, invoices and expense reports and are confident working with numbers and financial systems.
• You bring exceptional organizational skills and attention to detail, with the ability to manage competing priorities and deliver against strict deadlines.
• You communicate clearly and professionally, with strong written and verbal skills and the ability to draft, format and carefully proofread correspondence and reports.
• You exercise excellent discretion and integrity when handling sensitive and confidential information, and take a proactive, resourceful approach to anticipating needs and owning outcomes.
• You are highly proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams, are comfortable adopting technologies such as Microsoft Copilot and approved GenAI tools, and can effectively support colleagues across global time zones. Experience in a legal department or law firm, or with expense, accounts payable or e-billing systems, would be an advantage.

OUR BENEFITS

As part of our team, you'll enjoy a thoughtfully designed benefits package that supports your wellbeing, professional growth, and life beyond work. This includes medical coverage, retirement benefits, paid time off, complimentary room nights, learning and development opportunities, global career opportunities, and industry-leading paid parental leave supporting eligible associates across all paths to parenthood.

OUR COMMITMENT TO YOU

At Rosewood Hotel Group, your voice is heard - and valued. We're a community that encourages associates to be themselves, not fit into a fixed culture, and this philosophy shines through in our commitments to reflect and honor the history, culture and geography of our destinations. We're not only committed to building and nurturing genuine, long-lasting relationships but to transforming them - and our Diversity, Equity and Inclusion (DEI) strategy helps put these principles into practice.