Senior Administrative Assistant

About this role:

Wells Fargo is seeking a Senior Administrative Assistant role to provide administrative support to the Legal Department’s more senior level team members including attorneys, paralegals, 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 and audio conference calls.
• Communication – Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, expert witnesses, and vendors.
• Continuing Legal Education – Enroll Legal employees in specifically requested courses, arrange travel, process associated expenses, and file/send completion records.
• 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 eDocs 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.
• Legal Hold/IRP Notice – Approved Assistants (primarily those providing Litigation support) may create and update data in Atlas and release IRPs.
• Legal Matter Management – Open, close, and update matters. Pull reports, assist with Outside Counsel engagement confirmation notifications, and assist with research of outside counsel invoices.
• Intake/Routing – Manage intake and routing of special processes or requests including those received via shared email boxes or SharePoint sites.
• 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.
• Research – May assist with legal research on the Internet or Westlaw with attorney or paralegal guidance.
• 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.

Required Qualifications:

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

Desired Qualifications:

• Experience supporting Legal, Human Resources or Employment professionals
• Ability to follow policies, procedures, and regulations
• Ability to handle confidential material in a professional manner
• Ability to read and interpret legal documents
• Advanced Microsoft Office (Word, Excel, Outlook, and PowerPoint) skills
• 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.
• High level of motivation, demonstrated ability to be proactive and adaptable to change; leads self and others through change
• Ability to prioritize work,