Legal Administrative Assistant Senior

Zebra Technologies•Lincolnshire, IL

8d•Hybrid

About The Position

Provides administrative and clerical support largely to Director level and above. This involves arranging travel itineraries, scheduling meetings using various types of media, taking responsibility for meeting logistics, including conference facilities, refreshments, and interfacing with third party service providers, collecting data and preparing and managing reports and documents with limited direction, and assisting with financial and billing-related tasks while maintaining a high level of confidentiality.

Requirements

HS diploma or GED +2 years of administrative or service experience required.
Intermediate computer skills required; working with multiple software packages including word processing, spreadsheet, database and graphic/presentation packages.
Intermediate work experience with memos, letters, reports with tables, tabulations, merge document work, creation of spreadsheets with formulas, creation of presentations and graphics.

Nice To Haves

Associates degree 2+ years experience or Bachelors degree with administrative experience are preferred.
Ideal experience supporting Director/ VP Level leadership as administrative support or service experience is also preferred.
Experience with legal billing systems, contract management systems, and legal document management systems is a plus but is not required.

Responsibilities

Coordinates meetings by managing calendars.
Arranges and coordinates travel reservations and itineraries and prepares and reconciles expense reports and corporate cards.
Responsible for meeting planning and logistics, including booking conference rooms and facilities, coordinating IT, video-conferencing, equipment and catering interfacing with 3rd party vendors.
Assembles materials for meetings, formats Word and PowerPoint files, creates binders, and organizes electronic or paper folders as needed.
Collects data and prepares and manages reports with limited direction, including facilitating legal billing reports, managing legal billing matters, and reviewing legal invoices for billing guideline compliance.
Manages department files.
Identifies areas for improvement and recognizes, initiates and implements simple improvements of work processes.
Performs system and administrative tasks including vendor onboarding, employee onboarding/offboarding, and managing IT access requests.
Maintains a high level of confidentiality and displays considerable judgment, initiative and political sensitivity.