Assistant Jobs

About The Position

Requirements

• High School Diploma/GED: 10 years related, progressive, administrative assistant experience and 5+ yrs Microsoft Office experience.
• Associates/2-years college: 6 years related, progressive, administrative assistant experience and 5+ yrs Microsoft Office experience.
• Bachelor’s Degree: 3 years related administrative assistant experience and 3+ years Microsoft Office experience.
• Strong written and verbal communication skills with demonstrated high level of professionalism and ability to interact with people at various levels within the organization.
• Ability to work effectively in a fast-paced and rapidly changing environment.
• Ability to take the initiative and produce results.
• Ability to effectively solve problems and make appropriate decisions.
• Demonstrated strong attention to detail and resourcefulness.
• Proven track record of managing multiple tasks simultaneously with little direction, effectively adapt quickly to changing needs and priorities, and strong time management skills.
• Ability to strictly maintain confidentiality.

Nice To Haves

• Paralegal certification strongly preferred
• Experience in a legal department or law firm environment preferred
• Familiarity with Diligent board management software preferred.
• Familiarity with Legal Tracker electronic billing software preferred.
• Experience with financial systems (e.g., Oracle) preferred

Responsibilities

• Provide administrative support/ paralegal support, including organizing/following up on administrative project activities for the legal and executive teams.
• Manage quarterly board administration, including oversight and maintenance of the board portal (Diligent).
• Serve as the primary liaison with the company’s directors & the legal team, including coordinating travel arrangements, processing reimbursements, and supporting planning for board-related activities.
• Support leadership with calendar management, meeting coordination, and departmental administrative needs.
• Processing outside counsel billing matters utilizing Legal Tracker for electronic billing, matter creation, and payment inquiries, as well as processing Legal Department expenses and other accounts payable through Oracle.
• Assist in the drafting, reviewing, and management of agreements and general correspondence.
• Utilize Microsoft Office applications and Oracle systems for expense reporting and budget tracking.
• Oversee general office activities, ensuring administrative needs are met.
• Maintain multiple executives’ calendars, including scheduling and shifting schedules as priorities change; coordinate logistics and prepare meeting materials for leadership meetings as requested.
• Interact professionally with visitors, phone calls, internal and external Customers. Triage to determines nature and urgency of business; answers inquiries using own judgment and knowledge of business operations; refers to appropriate person if necessary
• Make travel / meeting arrangements for individuals or groups, including airline travel, lodging, transportation, conference or meeting rooms, catering, audio-visual equipment, and communicates updates to those involved.
• Draft and edit correspondence, communications, presentations, and other documents on behalf of senior leaders. Maintain email distribution lists.
• Complete monthly expense reports and reconciliation for leaders (as requested).
• Support other leadership staff on administration of projects, as needed.
• Set up purchase requisitions and processes invoices for various aspects of the business
• Assist leadership with follow up projects and processes, e.g. coordination of the obtaining office equipment for new hires and the return of company equipment for separated employees, collecting information on the status of initiatives, coordination of office and equipment moves, etc.
• Maintain and replenish office supply inventory within established budget, process special requests for office supplies.
• Initiate and maintain necessary filing systems, develops efficient and effective method for organizing and retrieving documents, data and information.
• Coordinate activities such as staff and group meetings, social engagements, legal summits and department celebrations.
• Perform all duties in a manner that protects the confidentiality of the subject matter and does not solicit or disclose any confidential information unless it is necessary in the performance of assigned job duties.
• Perform other duties that may be assigned.

Benefits

• Market Competitive Pay
• Extensive Paid Time Off and (9) added Holidays
• Excellent Healthcare, Dental and Vision Benefits
• Long/Short Term Disability Coverage
• 401(k) with a company match
• Maternity and Paternity Leave
• Additional add-on benefits/discounts for programs such as Pet Insurance
• Tuition Reimbursement and continued education programs
• Excellent opportunities for advancement in a stable long-term career