Senior Administrative Assistant

The purpose of this position is to provide advanced-level administrative support to attorneys within the Legal Department, instilling confidence and trust by proactively identifying administrative needs and ensuring they are met.  The position identifies ways to create administrative efficiencies throughout the department and, working with the other senior administrative assistant in the department, ensures that the administrative needs of the department functions effectively.

Functional Expertise:

• Provides full range of administrative support to about 14 attorneys, in coordination with another senior administrative assistant in the department
• Schedules and maintains calendars; schedules internal and external meetings; coordinates rescheduling to meet business demands and time constraints; ensures attorneys fulfill business meeting obligations
• Maintains various departmental dashboards and tracking of deliverables
• Complies and organizes data for miscellaneous proceedings and needs for the department and business unit clients
• Plans and coordinates logistics for meetings and special events (e.g., conference rooms, refreshments, audio-visual, and participant invitations)
• Coordinates travel arrangements (e.g., air, hotel, ground transportation, restaurants)
• Coordinates office administrative functions including opening and reviewing mail and taking appropriate action; maintains office supplies; process invoices for payment; manages time entry
• Administers the assignment of technology
• Back up to another assistant as needed

Business Acumen:

• Serves as administrative resource for internal employees; provides information and interpretation of Company policy and procedures; assists in the understanding of and compliance with Company guidelines
• Processes confidential information and maintains strict confidentiality
• Anticipates and takes initiative on issues that arise involving the department
• Proactively recommends systems and approaches to ensure the department is run efficiently

Engagement:

• Coordinates special projects or assignments unique to business unit
• Communicates process improvements to all affected parties to ensure adherence
• Manages and evaluates administrative needs and requirements
• Provides excellent customer service to all employees

Driving Results:

• Serves as liaison for addressing inquiries; researches, resolves, and responds to inquiries with minimal guidance
• Regularly monitors department areas and needs to ensure administrative and supply needs are met
• Compiles metrics and reports for key functions
• Provides supplemental support as needed during peak periods of activity

 Qualifications

Education, Certifications/Licenses:  

Required:

• High School Diploma

Preferred:

• Associate’s degree or higher

 Related Work Experience:

Required: 

• 3+ years in an administrative role
• At least 1 year of experience supporting an attorney or senior manager
• Previous experience identifying and implementing process improvements

Applicant may possess a combination of equivalent education and work experience. 

Specific Skills & Knowledge: 

Required:  

• Technical skills: intermediate proficiency in Microsoft Word, Excel, PowerPoint, Outlook and Teams is required.      Intermediate proficiency in Thomson Reuters Legal Tracker e-billing software is preferred but not required.
• Demonstrated ability to handle information in a sensitive and confidential manner, ability to work well with all levels in the organization
• Ability to be self-directed and take a proactive approach to everyday responsibilities
• Excellent judgment and demonstrated ability to handle business with a high degree of discretion, confidentiality and diplomacy
• Ability to manage and complete multiple high-priority projects and activities with strict time-sensitive deadlines
• Ability to prioritize, coordinate and schedule various tasks in a dependable and organized manner with little direction
• Superior verbal and written communication skills
• Ability to interface with diplomacy and tact at all levels, including executives, employees, and business clients
• Keen sense of responsibility in managing other’s schedules

Working Conditions/Physical Requirements:  

• Ability to work at a computer
• This position requires the ability to lift up to 10 pounds
• The position works in an office environment

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