Executive Assistant-Legal

Legal Administrative Assistant

Provide support services to senior members of the legal team, including preparing documents.

Responsibilities

• Heavy Outlook calendar management and meeting facilitation and coordination
• Meeting planning and coordination, both on-site and off-site
• Preparation and submission of expense reports as well as coding and expense and uploading receipts for Pcards expenses
• Prepare travel arrangements to include the preparation of detailed agendas and summaries
• Reach out or respond on behalf of legal team members via phone, email, or other communication method
• Management of contacts
• Prepare, route, track and follow up on DocuSign requests
• Assist with editing and transition of documents into executable versions
• Assists with reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Conference registration and management of all details
• General clerical duties including routine correspondence and emails, interacting with customers, answering and directing incoming calls, filing, photocopying, scanning, and mail distribution
• Preparation and assistance in managing regulatory agency proceeding dockets
• Work well with other administrators to divide common offices tasks
• Assist in preparation of presentations for internal and external stakeholders including but not limited to transcribing, formatting, inputting, and editing
• Collaborate with a wide variety of people with tact, courtesy and professionalism
• Speak clearly, both in person and by telephone, using a high level of verbal skills and listen carefully
• Maintain a regular, dependable attendance and a consistently high level of performance
• Will work non-traditional hours as needed
• Demonstrates ability to work autonomously with confidence
• Anticipates needs of attorneys based on upcoming weekly and monthly schedule.
• Maintain a high regard for personal safety, for the safety of company assets and employees, and the general public
• Other daily, weekly, monthly or special project duties as identified and defined
• Other duties as assigned

Qualifications

Minimum requirements:

Education:

• High School diploma or equivalent

Experience/Specific Knowledge:

• Minimum 5 years' direct work experience as a Legal Administrative Assistant.
• Intermediate/Advanced proficiency level in MS Office applications that may include but are not limited to: Excel, Word, Access, PowerPoint, and Outlook.
• Working knowledge of SharePoint preferred.

Certifications, Licenses & Registrations:

• Must possess and maintain a valid driver's license and a driving record satisfactory to the company and its insurers (for travel).

Competencies, Skills & Abilities:

• High level of interpersonal skills to handle sensitive and confidential situations and documentation.
• Proficiency in working with Concur for entering, coding and submitting expense reports.
• Must be able to perform all essential and marginal functions of the job.
• Must be able to work with a team, take directions from management, adhere to required work schedules, focus attention on details, and follow work rules.
• Ability to successfully perform multiple tasks with strict deadlines.
• Ability to organize and prioritize daily work.
• Ability to anticipate and adapt to various work styles.
• Ability to anticipate failure points and mitigate in advance.
• Self-management skills to plan, organize, and priorities and delegate tasks with conflicting deadlines in a fast-paced environment.
• Willing and able to work in and adapt to change.
• Ability to remain calm under pressure.
• Ability to perform the required and expected duties with little or no direct supervision.
• The ability to exercise independent judgement and discretion.
• Professional and service-oriented approach internally and externally.
• Ability to develop positive working relationships with peer departments.
• Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience and skill sets of the successful candidate.

Physical Demands:

• Minimal safety hazards; general office working conditions.
• Must be able to sit for prolonged periods of time.
• The employee is regularly required to use hands to type, touch, handle, or feel. The employee is required to talk and hear. The employee is frequently required to stand and reach with hands and arms. The employee is occasionally required to walk and climb or balance. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Working Conditions:

• May work for more than one person.
• Overtime may be required on an infrequent basis.
• May be required to carry a cell phone and be available to respond during working and non-working hours.
• The successful candidate will be required to clear a drug screen and a complete background check, including credit report for certain positions, after an offer has been extended and prior to being employed.

Supervisory Responsibility:

None.

PREFERRED EDUCATION, EXPERIENCE, CERTIFICATIONS, COMPENCIES, SKILLS, & ABILITIES:

Above the minimum requirements; not required but advantageous in this position:

Bachelor's degree from an accredited institution.

Other responsibilities:

The above statements describe the general nature and level of work being performed. This position may perform other duties as assigned.

Compensation: $80,000-$100,000