Provide executive administrative and secretarial support to the Deputy General Counsel legal teams in a fast-paced, deadline-driven environment that relies on accuracy and confidentiality. Communicates with senior executives line of business executives and their assistants, and line management to gather/convey relevant information. Projects a professional company image through communications, utilizing proper grammar and displaying strong written and verbal skills.
Performs diverse, advanced and confidential administrative support including composing, and releasing routine but somewhat complex correspondence, ensuring that referrals are made, responses are gathered and summarized. Exposure to the most confidential and sensitive information requires utmost adherence to confidentiality. Must use considerable tact, diplomacy and judgment in interactions with members of the board of directors, senior executives and their staff.
Gathers information, coordinates schedules and arranges meetings and travel for multiple parties, often including senior-level internal and outside executives, investors, or regulators. Ability to anticipate executive's needs/requirements. Typically manages different and conflicting objectives, projects or activities at once.
Additional duties include heavy calendaring, and travel arrangements, typing memoranda and correspondence; answering telephones; proofreading; opening/closing files; general file maintenance; preparing expense reimbursement; and other related secretarial administrative duties.
Functions as part of a larger team, working with individuals in various roles and levels of responsibility, to fulfill the team mission – may take direction from other team members as required to complete team goals; must be able to work effectively with other teammates and diverse personalities; displays a team attitude and respect for others. May be responsible for other projects on an ad-hoc basis, and may take on additional duties as required. Will cross-train with other team members.
Must possess advanced MSOffice expertise (Word, Excel, PowerPoint) to provide superior support for governance materials. Must have the aptitude to learn and quickly become expert with new software programs.
Occasional overtime may be required
Typically supports a Band 1 executive, handling administrative duties. Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives.
May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/ convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment.
"Must" have these skills to be minimally qualified
Minimum 5 years experience as a senior-level Administrative Assistant supporting senior attorneys in a corporate legal or law firm setting, or 5 years as a senior-level Executive Assistant
- Exceptional MS Office skills Word, PowerPoint, Excel and Outlook.
- Excellent interpersonal and communication skills, including interacting with executive level management
- Strong written communication skills; ability to write grammatically correct routine business correspondence with a high degree of accuracy
- Takes direction from multiple areas and prioritizes work appropriately, completing assignments within deadlines
- Functions as part of a larger team, able to work well with diverse personalities
- Accuracy and attention to detail are critical
- Strong problem solving, time management and critical thinking skills
- Works well with minimal direction; self-manages and balances multiple priorities; possesses a sense of urgency around meeting deadlines
- Keen anticipatory ability
- Proven calendar management
- Demonstrated history of good judgment and confidentiality
- Projects a professional demeanor appropriate to the position
- Undergraduate degree (or equivalent work experience) and minimum 5 year work experience in a business environment.
- Systems - MyHR, Timekeeping, Concur, Ariba, eRequest, CounselLink, Adobe Professional, SharePoint ans MS Visio
1st shift (United States of America)
Hours Per Week: