Remote Administrative Assistant / USA

Remote Administrative Assistant / USA

This role supports the Chief Legal Officer by providing confidential administrative support in a professional manner to the entire Legal team. Strong judgment, communications skills, flexibility, initiative, and the ability to operate with limited supervision are critical to overall success in this position. Additionally, this role may be assigned projects based work. Projects should be completed in a timely manner with careful attention placed to professional formatting and grammar.

Primary Responsibilities:

• Manage the calendar of the Chief Legal Officer by ensuring deadlines are met, meetings are scheduled and communicated to all parties and by tracking various work initiatives
• Coordinate weekly meetings, including preparing agendas and minutes
• Compose and produce correspondence, reports, presentations and forms through translating verbal conversations to written documents independently
• Edit and proofread documents ensuring 100% accuracy in work product
• Develop, organize, lead and execute ad hoc initiatives
• Assist in the production of Board of Directors and metric reports
• Track expenses and prepare expense reports
• Track and order supplies ensuring appropriate utilization and availability of resources
• Arrange travel requirements
• Organize offsite and onsite meetings, including scheduling rooms, ordering catering, and handling onsite technical set up
• Coordinate morale initiatives within the team, including, but not limited to organized events, strategic morale programs, and appreciation activities
• Responsible for coordinating approvals, tracking of all invoices and expenses for legal department
• Other duties as needed or required.

Job Qualifications:

Required:

• Associates Degree or equivalent; 5 years experience in administrative support, preferably in a legal setting
• Ability to exercise independent judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions to meet above responsibilities
• Strong organizational skills as evidenced by an ability to prioritize and handle multiple projects
• Professional demeanor
• Excellent written and verbal skills
• Sound judgment in maintaining the confidentiality of information
• Ability to create complex, professional presentations
• Attends additional training as requested/deemed necessary

Preferred:

• Associates degree preferred
• High competency level with various PC applications (MS Office), SmartSheet, Zoom Video Meeting platforms and SharePoint a plus

Physical Demands:

• Incumbent must be able to communicate effectively.
• Manual dexterity and sitting is required in carrying out position own position responsibilities (i.e. use of personal computer).
• Ability to travel or move about within and outside serviced facilities required.
• Incumbent works primarily in either a private or shared office environment.