Executive Administrative Assistant - Norfolk, VA

Job Description

Job Description

The Executive Administrative Assistant provides support and assistance for multiple attorneys, including company executives, through performing research, managing schedules, and drafting legal-related documents. Administrative and project management experience is required. Previous professional experience in business analytics is preferred. This role is exclusively in-office.

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Essential Functions:

• Be highly connected to attorneys’ activities and display initiative to be proactive and anticipate their needs

• Handle very sensitive, confidential, and proprietary matters on a routine basis with discretion

• Handle administrative duties with minimal supervision such as managing schedules, covering telephones, coordinating meetings (teleconferences, video teleconferences, and webinars), preparing reports, presentations, and expense reports in compliance with Xylem Tree Experts travel policies, reconciling company issued credit card accounts, etc.

• Perform general office duties including faxing, making copies, filing, distributing mail and ordering supplies

• Create and edit legal documents and general correspondence

• Refer and handle matters requiring attention in the attorneys’ absence

• Prepare and maintain files and various legal databases

• Assist with the company’s e-billing processes and with processing external counsel invoices

• Enter time sheet information and prepare billable hour report

• Network with other administrative assistants to strengthen relationships and leverage knowledge of company processes and practices

• Other duties as assigned

Competencies:

• A combination of education and directly related experience equal to five (5) years; some locations may have additional or different qualifications to comply with local requirements

• Intermediate level expertise in standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage, schedule management and database management (e.g. Microsoft Word, Excel, PowerPoint, Lotus Notes, Microsoft Access)

• Demonstrated ability to work in an atmosphere dealing with highly confidential and privileged matters

• Expert computer and software skills to include the use of word processing and email as well as the expert use of spreadsheets and electronic presentations

• Strong interpersonal and communication skills, both oral and written

Required education and experience:

• High School Diploma or equivalent appropriate General Certificates of Secondary Education or global equivalent preferred

• HR or In-House/Law Firm experience preferred
• Secretarial program certificate

This position requires employee to be able to pass a background check and drug screen as required for this job.

Work authorization requirements:

Must meet I-9 requirements.

Affirmative Action/EEO statement: Xylem Tree Experts and Kendall Vegetation Services provide equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, obligations, and activities may change at any time, with or without notice.

XKIG is committed to fair and equitable hiring practices. We follow EEOC guidance and all applicable laws when conducting background checks, evaluating each candidate individually based on job-related factors. A criminal history does not automatically disqualify an applicant.

Reasonable Accommodation Statement

XKIG is an equal opportunity employer and complies with all federal, state, and local nondiscrimination laws, including the ADA. If you need a reasonable accommodation during the application or hiring process, please contact our Talent Acquisition team at View phone number on ziprecruiter.com.

Benefits Offered:

This is a full-time position that offers health insurance benefits for medical, vision, and dental, as well as the option for enrollment in a 401K.

Paid Time Off (PTO)
Eligibility and accrual timelines vary by position with some roles gaining PTO immediately and others becoming eligible after a set period of employment. Details are provided during the hiring process and may vary for Union hires.

AI Usage Disclaimer:

As part of our commitment to efficiency and innovation, we may use artificial intelligence (AI) tools during the recruiting and onboarding processes. These tools assist with tasks such as resume screening, interview scheduling, and communication. All decisions regarding hiring and employment are ultimately made by our human team. If you have questions or concerns about this process, please contact our HR department.