Senior Administrative Assistant

Wells Fargo•Irving, TX

32d•$29 - $44•Onsite

About The Position

About this role: The Senior Administrative Assistant role provides administrative support to the Legal Department’s more senior level team members including attorneys and/or managers as determined and assigned by the Business Execution Manager. Job duties consist of handling complex to highly complex assignments as well as the routine day-to-day administrative tasks. For additional information on this line of business, refer to the external Careers Site at Wellsfargo.com/careers. #LegalDeptJobs In this role, you will: Calendaring – Calendar management/resolution of conflicts. Scheduling meetings, including video calls. Communication – Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, expert witnesses, and vendors. Document Preparation – Draft, edit, track changes/redline, and/or proofread communications and documents, create and update organizational charts, compare document versions, print/copy/scan, and utilize Netdocs as the document management system of record to create/maintain business value documents. Excel – Create, edit, and update spreadsheets utilizing provided data, format spreadsheets, and organize data. Expenses – Process expense reports according to Wells Fargo policy, route/process invoices, and process check requests. Mail – Distribute incoming and outgoing mail, faxes, express mail and send outgoing mail. Maintain and update SharePoint sites. Manager Proxy – Act as proxy for managers on corporate systems where proxies are allowed. Meeting Logistics – Prepare meeting agendas, materials, presentations. Coordinate reservations for meeting space, equipment needs, and catering. Office Supplies – Place orders for supplies, business cards, and maintain supply rooms. Presentation Materials – Create, edit, and update brand standard PowerPoint presentations and create visual presentations such as charts and graphs. Records Management – Maintain accurate and organized physical and electronic files in accordance with the Records and Information Management Policy and Legal Department Records Management Procedure. Travel – Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation. Visitor Logistics – Register guests with security, arrange for visitor/temporary badge access, reserve workspace, and act as primary point of contact for visitors including greeting and escorting them throughout the facility.

Requirements

4+ years of Administrative Support experience, or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education

Nice To Haves

Ability to follow policies, procedures, and regulations
Ability to handle confidential material in a professional manner
Ability to manage changing travel itineraries, accurately manage expense reimbursement, manage a busy calendar and appointments flawlessly
Ability to prioritize work, meet deadlines, achieve goals, and work under pressure in a dynamic and complex environment
Ability to provide strong customer service while actively listening and responding in an appropriate manner
Ability to read and interpret legal documents
Ability to work effectively, as well as independently, in a team environment
Advanced Microsoft Office (Word, Excel, Outlook, and PowerPoint) skills
Demonstrated leadership in identifying and implementing process efficiencies and sharing best practices with others in order to improve the overall effectiveness of the team
Excellent technical skills
Excellent verbal, written, and interpersonal communication skills
High level of motivation, demonstrated ability to be proactive and adaptable to change; leads self and others through change
Highly proficient in drafting and proof-reading written documents utilizing proper grammar, punctuation, and spelling
Strong attention to detail, including accuracy in grammar and a sharp focus on eliminating error

Responsibilities

Calendaring – Calendar management/resolution of conflicts. Scheduling meetings, including video calls.
Communication – Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, expert witnesses, and vendors.
Document Preparation – Draft, edit, track changes/redline, and/or proofread communications and documents, create and update organizational charts, compare document versions, print/copy/scan, and utilize Netdocs as the document management system of record to create/maintain business value documents.
Excel – Create, edit, and update spreadsheets utilizing provided data, format spreadsheets, and organize data.
Expenses – Process expense reports according to Wells Fargo policy, route/process invoices, and process check requests.
Mail – Distribute incoming and outgoing mail, faxes, express mail and send outgoing mail. Maintain and update SharePoint sites.
Manager Proxy – Act as proxy for managers on corporate systems where proxies are allowed.
Meeting Logistics – Prepare meeting agendas, materials, presentations. Coordinate reservations for meeting space, equipment needs, and catering.
Office Supplies – Place orders for supplies, business cards, and maintain supply rooms.
Presentation Materials – Create, edit, and update brand standard PowerPoint presentations and create visual presentations such as charts and graphs.
Records Management – Maintain accurate and organized physical and electronic files in accordance with the Records and Information Management Policy and Legal Department Records Management Procedure.
Travel – Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation.
Visitor Logistics – Register guests with security, arrange for visitor/temporary badge access, reserve workspace, and act as primary point of contact for visitors including greeting and escorting them throughout the facility.