Administrative Assistant

Work Place Flexibility: Onsite 

Legal Entity: Entergy Services, Inc.-ESI (OLD) 

 

Please note: Authorization to work in the United States is a precondition to employment in this position. Entergy will not sponsor candidates for work visas for this position.

 

 

**This position may be filled as an Asst-Administrative II, III or Sr (S) depending on the qualifications and experience of the candidate.**

 

JOB SUMMARY/PURPOSE

This position will coordinate all administrative functions and provides multifaceted administrative support in the regulatory legal department. Responsibilities typically include: scheduling appointments, coordinating incoming mail, maintaining the calendar, making travel arrangements, arranging meetings, etc. and providing clerical support in all phases of the state regulatory process including making filings   Responsibilities also may include running and tracking projects and programs associated with senior management administrative support, producing a variety of pleadings and internal and external reports and presentations using the appropriate software for word processing, graphics and spreadsheets, preparing and/or updating functionally related reports and records, developing and/or participating in special projects.

 

JOB DUTIES/RESPONSIBILITIES

• Provide administrative support to multiple attorneys with heavy regulatory case load.
• Answer multiple phone lines, monitor email communications, maintain attorneys’ calendars, make travel arrangements, schedule meetings, and arrange conference calls, meeting facilities, and catering.
• Communicate with various internal departments to collect information/documents, respond to requests, and obtain services on behalf of department.
• Communicate with state regulatory agencies and outside counsel and staff.
• Manage correspondence and routine documents and presentations given minimal direction.
• Draft, proofread, edit, format, and finalize as directed, various documents using Microsoft Word, Excel, Adobe Pro, and PowerPoint.
• Accurately and timely file and track complex regulatory pleadings and other legal documents in compliance with applicable requirements.
• Maintain well-organized and detailed filing system and shared /collaborative sites and support compliance with applicable record retention policies.
• Process expense reports and input employee worked hours into payroll system.
• Manage administrative affairs of the department including invoice processing, supply equipment procurement, document scanning, file management, etc.
• Provide administrative support in all phases of regulatory proceedings including compiling filings and exhibits, filing discovery, and hearing preparation.
• Track and keep current with department office procedures and company policy guidelines.
• Handle multiple assignments, work within deadlines, respond to changing priorities, and maintain confidentiality of legal matters and departmental issues.
• Be proactive in forwarding work issues to the appropriate managers/supervisors.
• Provide general support to visitors.
• Assignments may involve overtime hours.  Regular attendance is essential; remote work is limited.
• Various additional duties or assignments requested by senior management.

 

MINIMUM REQUIREMENTS

Minimum education required of the position

Typically requires vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree)

 

Minimum experience required of the position

Asst-Administrative II (S) - 2-4 years legal administrative, secretarial, or paralegal experience

Asst-Administrative III (S) – 4-6 years legal administrative, secretarial, or paralegal experience

Asst-Administrative Sr (S) – 6+ years legal administrative, secretarial, or paralegal exp