Administrator, Executive Legal

Position Summary

Provides advanced secretarial support to senior executives; responsible for composing complex or comprehensive communication and creating reports or presentations; addresses correspondence, general and employee communications, corresponds with external organizations, vendors and executives. Manages phone calls and daily calendar for executive, schedules and coordinates all executive meetings, conference, and events for executives to attend. Schedules and makes all travel arrangements for executive.

Completes all travel expense reports.

• Provides advanced secretarial support to senior executives by managing daily calendar, coordinating, and scheduling meetings with other executives. May coordinate attendance or prepare conference events. Addresses general inquiries from other executives or external vendors.
• Composes complex non-routine communication, and reports containing sensitive financial data.
• Assists in the preparation of presentations for board or executive committee meetings; may assist in coordinating board member attendance and sending out all board material.
• Compiles data for executive reports for executive committee and/or board committee meetings, prepares material and reports for board members distribution.
• Oversees supply budget and cost containment of admin group.
• Research information for projects, oversee communication and information for report generation and serve as a resource to other administrative staff in handling complex issues or projects.
• Manages executives travel calendar and prepares itineraries, makes all necessary arrangements for meetings.
• Prepares expense reports, reviews invoices and may support other executives in team in calendar and travel scheduling.
• Works on and supports other projects related to business unit as required.
• This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employee will be required to perform any other job-related duties assigned by their supervisor or management.

• H.S. Grad or equivalent required. Bachelor’s degree preferred; experience may be combined with some college education.
• Must have excellent grammar, organizational and communication skills.
• Very strong interpersonal skills.
• Advanced level of proficiency in MS Word, Excel, PowerPoint and Lotus Notes required.
• Must be able to maintain strict confidentiality and discretion in dealing with issues of business & personal nature.
• Ability to work effectively under pressure & manage multiple tasks and deadlines is required.
• Minimum of five to seven years of experience performing advanced secretarial activities and support to senior executive level positions in large corporations.
• Budget and cost oversight as well as project management experience desired.

• The physical demands described here are representative of those requirements employees must meet to perform the essential functions of this job with or without reasonable accommodations. While performing job functions the employee is regularly required to sit, stand, write, review and type reports, compile data, operate a pc, communicate, listen, and assess information. The employee may move about the office complex, may travel to other office locations and may lift, push, pull or move 10 - 15 pounds.
  
  Visual requirements include distant, close and color vision, and ability to adjust focus.

• Miami based position with some travel. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job with or without reasonable accommodations. The environment includes office locations, and/or moving inside/outside the office.

The position is not eligible for work authorization sponsorship.