Administrative Assistant, General Counsel

Job Title:

Administrative Assistant, General Counsel

Area:
Office of the General Counsel

Reports to:

General Counsel

Classification:
Exempt

Location:

Evanston, IL

Organization Overview

Rotary is a membership organization that unites people from all continents and cultures who take action to deliver real, long-term solutions to pressing issues facing our communities and the world. Each year, Rotary members expand their networks, build lasting relationships, and invest more than $300 million and 16 million volunteer hours to improve lives and create positive change in the world.

In exchange for hard work and dedication in support of Rotary's clubs, members and other participants, and their humanitarian service projects, our employees receive competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. To learn more, visit http://(Use the "Apply for this Job" box below)..

Rotary's Commitment to Belonging

At Rotary, we foster a welcoming environment where all employees are valued and empowered. We are dedicated to creating meaningful opportunities and supporting the growth and well-being of our team. Join us in building a world where everyone can unite, take action, and create lasting change.

This position is designated as Team Hybrid with Fixed Days and expected to work from World Headquarters three fixed days (at manager's discretion). Rotary is under the jurisdiction of Illinois employment laws; we require all employees to live within reasonable daily commuting distance to Evanston.

You Will Have

* Bachelor's degree or equivalent work experience required.

* Software requirements

* Internet proficient, Microsoft Word, Microsoft Excel, Adobe, Acrobat, DIAMS, various software applications, as necessary.

You Are Good At

* Ability to manage confidential issues with great discretion and professionalism

* Strong organizational skills with high attention to detail and commitment to accuracy

* Ability to handle multiple tasks and to prioritize appropriately

* Ability to work efficiently with detail under time constraints

* Strong writing skills for communication with a variety of constituents

* Excellent customer service, negotiating, and team building skills

* Strong interpersonal skills required to work with Secretariat staff and Senior Leaders

* Ability to effectively prioritize and work independently and as a team member

* Willingness to assume responsibility and follow-through.

* Strong multi-cultural sensitivity is essential

* Proficiency with Microsoft Office required (Word, Excel, PowerPoint and Outlook)

You Will Be Responsible For

* Provides general administrative support to the OGC including managing emails, presentation preparation, meeting preparation and drafting correspondence.

* Assists OGC attorneys in tracking and coordinating work assignments.

* Maintains OGC file systems and databases (both paper and electronic), including creating, organizing and maintaining files, entering and updating relevant data in master spreadsheet, teamsite database and DIAMS database and regularly filing documents.

* Conducts periodic file review of various file types and warehouses or destroys files in accordance with file retention policy.

* Tracks retention agreements with outside counsel and confirms compliance with policies.

* Responsible for paying domestic and international invoices from outside legal counsel and other vendors. Coordinates outside litigation counsel payments with Risk Management. Maintains legal fees spreadsheet. Reviews monthly Responsibility Reports for accuracy.

* Maintains various data tracking spreadsheets.

* Assures that executed contracts are delivered to the OGC for storage per policy.

* Maintains OGC calendar.

* Maintains law library, including updates to legal texts.

* Reviews and processes registrations required for the State of Illinois for RI and TRF.

* Obtains international certifications of documents through in person travel to consulate offices and Illinois Secretary of State office in Chicago.

* Prepares drafts of correspondence and other communications on behalf of OGC attorneys.

* Drafts various reports including OGC portion of quarterly General Secretary Reports;
Minutes of OGC and interdepartmental…