Administrative Assistant – VP (Legal)
GENERAL PURPOSE:
Provides general administrative support to the Legal team and its attorneys and paralegals. Ensure day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities, and handling special projects, as needed.
ESSENTIAL FUNCTIONS
Perform general administrative office duties of a responsible and confidential nature, executing, with a high degree of accuracy and minimal direction, support at the highest level.
Maintain a variety of complex, highly confidential records and files, including electronic files.
Coordinate calendars and meetings, as appropriate.
Work closely with other executive level admins to ensure coverage during absences.
Act as liaison between department managers and their staff, including meetings and documentation.
Take appropriate authorized action in the absence of the attorneys to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence.
Work independently, with minimal supervision, to coordinate project work as assigned, including taking responsibility for scheduling meetings, tracking deliverables and flagging due dates, etc.
Process documents received via U.S. Mail, email, or online databases, utilizing approved processes.
Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.
Manage expense reports.
Maintain legal tracking database, i.e. Serengeti, and support daily work with research and data pulls from various company databases.
Receive and screen communications, including telephone calls and, recorded messages and provide assistance, using independent judgment, to determine those which require priority attention.
Exhibit a professional demeanor and enhance department and organization reputation.
COMPETENCIES:
Communication
Planning and Organizing
Analysis and Judgment
Support Focused
Credibility and Trust
Independence
Detail Oriented
Results Oriented
QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:
College-level course work
Excellent written and oral communication skills, including advanced level of proofreading, editing and grammar skills
Excellent telephone skills
Ability to type 60 words per minute accurately
Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e., MS Word, Excel, PowerPoint
Ability to multi-task and prioritize tasks, with frequent interruptions, without direction
Ability to use discretion in handling confidential information
Ability to quickly learn new software and databases
Attention to detail
Ability to meet deadlines
Ability to work as a key team member with a diverse group of professional staff
SUPERVISORY
Responsibilities:
NONE
PHYSICAL REQUIREMENTS/ADA:
No unusual physical requirements. Requires no heavy lifting, and nearly all work is performed in a comfortable indoor facility.
Routine deadlines; usually sufficient lead time; variance in work volume seasonal and predictable; priorities can be anticipated; some interruptions are present; travel or other inconveniences have advance notice; involves occasional exposure to demands and pressures from persons other than immediate supervisor.
Job frequently requires sitting, handling objects with hands.
Job occasionally requires standing, walking, reaching, talking, hearing, and lifting up to 10 pounds.
Vision requirements: Ability to see information in print and/or electronically.
. Apply now!Estimated Salary: $20 to $28 per hour based on qualifications.
Provides general administrative support to the Legal team and its attorneys and paralegals. Ensure day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities, and handling special projects, as needed.
ESSENTIAL FUNCTIONS
Perform general administrative office duties of a responsible and confidential nature, executing, with a high degree of accuracy and minimal direction, support at the highest level.
Maintain a variety of complex, highly confidential records and files, including electronic files.
Coordinate calendars and meetings, as appropriate.
Work closely with other executive level admins to ensure coverage during absences.
Act as liaison between department managers and their staff, including meetings and documentation.
Take appropriate authorized action in the absence of the attorneys to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence.
Work independently, with minimal supervision, to coordinate project work as assigned, including taking responsibility for scheduling meetings, tracking deliverables and flagging due dates, etc.
Process documents received via U.S. Mail, email, or online databases, utilizing approved processes.
Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.
Manage expense reports.
Maintain legal tracking database, i.e. Serengeti, and support daily work with research and data pulls from various company databases.
Receive and screen communications, including telephone calls and, recorded messages and provide assistance, using independent judgment, to determine those which require priority attention.
Exhibit a professional demeanor and enhance department and organization reputation.
COMPETENCIES:
Communication
Planning and Organizing
Analysis and Judgment
Support Focused
Credibility and Trust
Independence
Detail Oriented
Results Oriented
QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:
College-level course work
Excellent written and oral communication skills, including advanced level of proofreading, editing and grammar skills
Excellent telephone skills
Ability to type 60 words per minute accurately
Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e., MS Word, Excel, PowerPoint
Ability to multi-task and prioritize tasks, with frequent interruptions, without direction
Ability to use discretion in handling confidential information
Ability to quickly learn new software and databases
Attention to detail
Ability to meet deadlines
Ability to work as a key team member with a diverse group of professional staff
SUPERVISORY
Responsibilities:
NONE
PHYSICAL REQUIREMENTS/ADA:
No unusual physical requirements. Requires no heavy lifting, and nearly all work is performed in a comfortable indoor facility.
Routine deadlines; usually sufficient lead time; variance in work volume seasonal and predictable; priorities can be anticipated; some interruptions are present; travel or other inconveniences have advance notice; involves occasional exposure to demands and pressures from persons other than immediate supervisor.
Job frequently requires sitting, handling objects with hands.
Job occasionally requires standing, walking, reaching, talking, hearing, and lifting up to 10 pounds.
Vision requirements: Ability to see information in print and/or electronically.
. Apply now!Estimated Salary: $20 to $28 per hour based on qualifications.
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