Administrative Specialist (Legal)

DIVISION:

Corporate

POSITION SUMMARY

Our U.S. Venture Corporate Legal team is seeking an experienced Executive level Administrative Specialist to support our Chief Legal Officer as well as other members of the larger team which include attorneys and paralegals. If you have a collaborative spirit, a keen ability to problem-solve, and great organizational skills, this is your opportunity to be part of a dynamic and growing corporate Legal and Environmental team! Your administrative responsibilities require good judgement and discretion. This is not your typical calendar management and travel scheduling administrative role; you must be an effective communicator and skilled at delivering high quality results in a timely manner, in addition to being confident in your abilities to engage at all levels of an organization, both internally and externally.

This position will office out of our Appleton, WI headquarters. Normal hours will be 8am – 5pm with a willingness to work full-time and beyond regular working hours if needed.

JOB RESPONSIBILITIES

• Strategically partners with top-level executives by assessing needs and opportunities for optimum task execution.  Serves as a liaison to/for the Legal and Environmental team
• Work with proprietary and confidential information, requiring sensitivity to all confidential matters
• Sharing knowledge; continuous focus on improvements in purpose of tools, processes, and approaches with others; remain knowledgeable of corporate policies
• Actively supporting organizational changes, development, and internal projects
• Serve as the point of contact for other team members and internal departments
• Manage increasingly competing priorities and deadlines, providing outstanding support to our internal partners
• Provide support to shareholder annual buy/sell transactions and charitable/ annual gifting
• Provide administrative support for shareholders and shareholder activities
• Assist in annual shareholder meeting which takes place the second Saturday of October
• Determining, based upon your own understanding and overall technical knowledge - how best to approach a task/issue and how-to problem-solve
• Working within a large-complex-matrixed environment, while thinking ahead and taking actions where needed to enable decision-making processes to occur
• Provide general administrative support, such as managing schedules, calendars and travel arrangements.
• Coordinates and administers programs, projects, and/or processes. 
• Composes documents, presentations, and correspondence, typically of a confidential nature.  Prepares meeting agendas and briefings, maintains meeting notes, and arranges for implementation of action items
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics
• Manages all aspects of travel details, including expense report completion
• Performs special projects/assignments as directed

QUALIFICATIONS

• Minimum three years’ experience, providing administrative assistance to an executive level leadership team. Experience in legal a strong plus.
  Bachelor’s degree is preferred.
• Exceptional written and verbal skills – organize, develop, and deliver clear and concise messages.
• Excellent organizational and prioritization skills.  Ability to consistently follow through and take ownership of projects. 
• Ability to handle multiple projects or tasks while effectively prioritizing to meet deadlines.
• Strong interpersonal skills and attention to detail are essential.
• Ability to anticipate, to take initiative, and to resolve issues.
• Customer-focused and service-oriented with ability to work independently.
• Exercise good judgment and discretion, analyzing and resolving confidential, difficult, and sensitive situations.
• Expert level experience with Microsoft Office Suite, particularly Outlook Mail, Outlook Calendar, Internet, and mastery of Excel, PowerPoint, and Word. 
• Associate must be knowledgeable in utilizing various office equipment and technologies.
• General knowledge of all facets of executive administration, to include phone and in-person business protocol, composition of letters and memos, travel arrangements, event planning, and all other relevant items.
• Polished communication skills and professional demeanor.
• Independent thinking and sound judgment.

U.S. Venture requires that a team member have and maintain authorization to work in the country in which the role is based. In general, U.S. Venture does not sponsor candidates for nonimmigrant visas or permanent residency unless based on business need.