Legal Operations Administrative Assistant

Description

• Support as needed with collection of spend reports and various billing metrics
• Process complex (i.e., multi-currency) expense reports for assigned team members
• Meeting Coordination
• Handle special projects as they arise (both within teams and department-wide) as assigned
• Handle all travel for assigned team members, including complicated travel arrangements (e.g., international or multi-city travel)
• Large meeting coordination (calendaring, AV, catering, logistics). Large meetings include department-wide meetings, internal team meetings, or meetings involving outside guests where catering is required (and appropriate)
• Assist with reporting/tracking key KPIs for the department
• Provide support for signature processing and assist with state bar licensing requirements, as needed
• Handle incoming and outgoing FedEx, inter-office mail and faxes
• Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams
• Maintain teams’ [department-facing and company-facing] website content as necessary

Requirements

• Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus
• Ability to independently and successfully resolve payment-related inquiries with AP.
• Striving to gain strong institutional knowledge about department and company processes
• Clear understanding of company code/cost center structure; Clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.); Clear understanding of monthly budgeting process – forecasts, accruals, quarterly target-setting.
• Proactive, continuous improvement mindset with excellent attention to detail
• Confident operating at a very high level and can handle challenges of supporting executives
• Self-starter with initiative with demonstrated ability to work independently
• Calendaring support for assigned team members. Scope of calendaring support to be discussed and agreed.
• Ability to work flexible hours on occasion, as required (i.e., working before 8am, after 5pm)
• Showing flexibility as workloads fluctuate – willingness to provide backup coverage to others when needed, reaching out to team(s) or Legal Operations for additional work/projects.
• Critical thinking skills and demonstrate problem solving capabilities
• Well organized; consistently completes projects on-time with great attention to detail. Ability to prioritize well and work efficiently
• Attention to detail and ensures accuracy in work performed
• Strong organizational skills and ability to multi-task in a fast-paced environment
• Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care.
• Bachelor’s degree preferred and minimum of four years prior Executive administrative support or coordinator experience is required, ideally in a global work environment
• Proven ability to handle sensitive and confidential information ethically and responsibly
• Effective verbal communication skills as well as confidence in communicating with all levels of the organization
• Prior experience working in a legal environment preferred
• Ability to successfully support team members with minimal assistance, ability to train new team members.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance