Legal Operations Administrative Assistant

Johnson Controls•Glendale, AZ

4d•$29 - $40

About The Position

What you will do: Does this sound like you? Self-starter with initiative with demonstrated ability to work independently Confident operating at a very high level and can handle challenges of supporting executives Proactive, continuous improvement mindset with excellent attention to detail Results-driven and looking to have an impact on the business and the leaders you support! In this role you will represent the Law & Policy Department with professionalism and highest levels of integrity, supporting the Legal Operations team. Reporting to the Manager of Global Law and Policy Operations, this role is responsible for managing legal administrative work, project tracking and coordination, and providing operational support as described below. You will need to possess strong attention to detail while managing multiple tasks simultaneously in a fast-paced, high-energy environment. How you will do it: Key Roles & Responsibilities include, but are not limited to: Meeting Coordination Calendaring support for assigned team members. Scope of calendaring support to be discussed and agreed. 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) Event planning logistics Travel and Expenses Handle all travel for assigned team members, including complicated travel arrangements (e.g., international or multi-city travel) Process complex (i.e., multi-currency) expense reports for assigned team members Passport/visa support Finance/AP Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams Support as needed with collection of spend reports and various billing metrics Additional support: Provide support for signature processing and assist with state bar licensing requirements, as needed Assist with reporting/tracking key KPIs for the department Maintain teams’ [department-facing and company-facing] website content as necessary Handle incoming and outgoing FedEx, inter-office mail and faxes Handle special projects as they arise (both within teams and department-wide) as assigned High Performance includes: Taking ownership of an issue once it is brought to you – going the extra step to proactively seek out answers to problems that may fall outside your expertise Consistently looking for ways to improve/enhance processes, find efficiencies, think outside the box 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. Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care. Well organized; consistently completes projects on-time with great attention to detail. Ability to prioritize well and work efficiently Being eager to learn new things and applying knowledge to improve/simplify processes; the ‘extra mile’ Striving to gain strong institutional knowledge about department and company processes Ability to successfully support team members with minimal assistance, ability to train new team members. Demonstrating cost-conscious behaviors Ability to independently and successfully resolve payment-related inquiries with AP. 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. What we look for: Bachelor’s degree preferred and minimum of four years prior Executive administrative support or coordinator experience is required, ideally in a global work environment Prior experience working in a legal environment preferred Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus Critical thinking skills and demonstrate problem solving capabilities Ability to work flexible hours on occasion, as required (i.e., working before 8am, after 5pm) Effective verbal communication skills as well as confidence in communicating with all levels of the organization Strong organizational skills and ability to multi-task in a fast-paced environment Attention to detail and ensures accuracy in work performed Proven ability to handle sensitive and confidential information ethically and responsibly

Requirements

Bachelor’s degree preferred and minimum of four years prior Executive administrative support or coordinator experience is required, ideally in a global work environment
Prior experience working in a legal environment preferred
Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus
Critical thinking skills and demonstrate problem solving capabilities
Ability to work flexible hours on occasion, as required (i.e., working before 8am, after 5pm)
Effective verbal communication skills as well as confidence in communicating with all levels of the organization
Strong organizational skills and ability to multi-task in a fast-paced environment
Attention to detail and ensures accuracy in work performed
Proven ability to handle sensitive and confidential information ethically and responsibly

Responsibilities

Meeting Coordination Calendaring support for assigned team members.
Scope of calendaring support to be discussed and agreed.
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)
Event planning logistics
Travel and Expenses Handle all travel for assigned team members, including complicated travel arrangements (e.g., international or multi-city travel)
Process complex (i.e., multi-currency) expense reports for assigned team members
Passport/visa support
Finance/AP Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams
Support as needed with collection of spend reports and various billing metrics
Provide support for signature processing and assist with state bar licensing requirements, as needed
Assist with reporting/tracking key KPIs for the department
Maintain teams’ [department-facing and company-facing] website content as necessary
Handle incoming and outgoing FedEx, inter-office mail and faxes
Handle special projects as they arise (both within teams and department-wide) as assigned
Taking ownership of an issue once it is brought to you – going the extra step to proactively seek out answers to problems that may fall outside your expertise
Consistently looking for ways to improve/enhance processes, find efficiencies, think outside the box
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.
Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care.
Well organized; consistently completes projects on-time with great attention to detail.
Ability to prioritize well and work efficiently
Being eager to learn new things and applying knowledge to improve/simplify processes; the ‘extra mile’
Striving to gain strong institutional knowledge about department and company processes
Ability to successfully support team members with minimal assistance, ability to train new team members.
Demonstrating cost-conscious behaviors
Ability to independently and successfully resolve payment-related inquiries with AP.
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.