Janus Henderson Investors Administrative Assistant- Legal in Denver, Colorado
Janus Henderson Global Investors is a leading independent global asset manager, dedicated to delivering the best outcomes for clients through a broad range of actively managed funds.
We provide our institutional, retail and high net-worth individuals with access to skilled investment professionals representing a broad range of asset classes including, equities, fixed income, multi asset and alternatives.
We are a team of independent thinkers who work tirelessly to help our clients achieve their goals – and we do it by fostering an energetic and collaborative culture that ensures our people love the place they work.
Headquartered in London, Janus Henderson is a truly global asset manager with a diverse geographic footprint, managing assets from 27 offices globally and employing more than 2,000 staff.
Overview of the Role
You will be responsible for providing clerical and administrative support for assigned staff in the legal department, and assistance related to the management and maintenance of contracts. Administrative tasks may include: preparing correspondence and other materials, screening and directing telephone calls, scheduling meetings and travel plans, and organizing and maintaining legal files and databases. Contract management tasks may include a variety of administrative activities relating to the recording and retention of vendor contract records within the Contract Lifecycle Management (“CLM”) Some time may be spent on project work which may be confidential or sensitive in nature.
Duties and Responsibilities
Performs a variety of clerical and administrative tasks for multiple attorneys and other assigned staff in the legal department. Tasks may vary depending on specific requirements of legal function.
Prepares routine and specialized correspondence and other materials as required. May prepare responses to routine correspondence following established procedures.
Assists in performing the most routine legal support activities, including gathering various documents and information as requested by legal staff.
Answers, screens, and directs incoming telephone calls ensuring a high level of customer service in a professional manner.
Schedules appointments, coordinates meetings and travel arrangements, and prepares expense reports as required.
Supports legal staff in relation to the management and maintenance of electronic and hardcopy contracts.
Performs data entry within the CLM) database related to cataloging, workflow status and key contract terms, to enable effective tracking and ongoing contract administration. Also performs contract follow-up activities as required.
Prepares supporting contract documentation for retention by scanning, converting documents and emails into pdfs, and applying text recognition.
Completes proper recording and retention of vendor contract records within the CLM database through the uploading of executed contracts, approvals, emails, insurance certificates and other supporting documentation.
Performs ongoing maintenance and updates within the CLM database, including vendor name changes, assignments, superseding, terminations and contract close outs.
Executes various reporting on vendor contracts from the CLM database, such as workflow status and pending execution.
Collaborates with the Procurement team (as needed) to ensure accurate and proper recording of vendor contracts within the CLM database.
Handles activities related to the legal file room, including organization, maintenance, cataloging and tracking of hardcopy vendor contract files, along with any applicable updates to the Records Management database.
Assists in the archiving and destruction of electronic and hardcopy vendor contract files.
Assists with miscellaneous clerical tasks, including data entry, ordering office supplies, copying, faxing, and establishing and maintaining department files and databases.
May be responsible for managing some departmental projects, which may be confidential or sensitive in nature.
Carry out additional duties as assigned
Technical Skills and Qualifications
Strong interpersonal and customer service skills
Strong clerical and administrative skills
Intermediate to advanced computer skills, including MS Word, Excel, PowerPoint, databases (including Sharepoint)
Strong attention to detail and accuracy
Strong organizational skills with the ability to prioritize and manage multiple tasks
Ability to operate standard office equipment
Ability to maintain confidentiality
Strong verbal and written communication skills
Strong teamwork and collaboration skills
Two years clerical and/or administrative support experience required
High School diploma or GED required; college degree preferred
Working Environment/Physical Activities:
Overtime may be required on short notice and may include weekend, holiday, and evening hours
Open plan environment with basic office equipment, including PC, telephone, copier, fax machine, etc. provided
PC usage up to 100% of the time
For those in scope of Knowledge & Competence (MiFID II)
Knowledge of financial markets, financial markets function and the impact of economic figures and national/regional/global events on markets
Understanding of issues relating to market abuse and anti-money laundering
Ongoing competence in the role to be assessed by:
Annual Performance Appraisal
Completion of all assigned Compliance training
Annual Attestation (Knowledge and Competence in-scope roles only)Compliance RequirementsAt a minimum the role will require you to:
Place the interest of Janus Henderson’s Clients first and always act in accordance with TCF (Treating Customers Fairly) principles
Understand and follow laws and regulations applicable for your role, seeking the help of your supervising manager or Compliance if you would like further explanation or direction regarding this
Understand and abide by all Janus Henderson policies applicable to your role, and ask for the support/guidance of the policy owner if you are unsure at any time
You are ultimately accountable for your actions and responsible for seeking further information on any or all of the above as necessary.
Janus Henderson Investors (including its subsidiaries) will not maintain existing or sponsor new industry registrations or licenses where not supported by an employee’s job functions (as determined by Janus Henderson Investors at its sole discretion).
All applicants must be willing to comply with the provisions of Janus Henderson Investors' Investment Advisory Code of Ethics related to personal securities activities and other disclosure and certification requirements, including past political contributions and political activities. Applicants’ past political contributions or activity may impact applicants’ eligibility for this position. Janus Henderson Investors is an equal opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status. All applications are subject to background checks.