Legal Operations Administrative Assistant

What you will do:

Does this sound like you?

• Self-starter with initiative with demonstrated ability to work independently
• Confident operating at a very high level and can handle challenges of supporting executives
• Proactive, continuous improvement mindset with excellent attention to detail
• Results-driven and looking to have an impact on the business and the leaders you support!

In this role you will represent the Law & Policy Department with professionalism and highest levels of integrity, supporting the Legal Operations team. Reporting to the Manager of Global Law and Policy Operations, this role is responsible for managing legal administrative work, project tracking and coordination, and providing operational support as described below. You will need to possess strong attention to detail while managing multiple tasks simultaneously in a fast-paced, high-energy environment.

• Meeting Coordination
• Calendaring support for assigned team members. Scope of calendaring support to be discussed and agreed.
• Large meeting coordination (calendaring, AV, catering, logistics). Large meetings include department-wide meetings, internal team meetings, or meetings involving outside guests where catering is required (and appropriate)
• Event planning logistics
• Travel and Expenses
• Handle all travel for assigned team members, including complicated travel arrangements (e.g., international or multi-city travel)
• Process complex (i.e., multi-currency) expense reports for assigned team members
• Passport/visa support
• Finance/AP
• Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams
• Support as needed with collection of spend reports and various billing metrics
• Additional support:
• Provide support for signature processing and assist with state bar licensing requirements, as needed
• Assist with reporting/tracking key KPIs for the department
• Maintain teams’ [department-facing and company-facing] website content as necessary
• Handle incoming and outgoing Fed Ex, inter-office mail and faxes
• Handle special projects as they arise (both within teams and department-wide) as assigned

• Taking ownership of an issue once it is brought to you – going the extra step to proactively seek out answers to problems that may fall outside your expertise
• Consistently looking for ways to improve/enhance processes, find efficiencies, think outside the box
• Showing flexibility as workloads fluctuate – willingness to provide backup coverage to others when needed, reaching out to team(s) or Legal Operations for additional work/projects.
• Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care.
• Well organized; consistently completes projects on-time with great attention to detail. Ability to prioritize well and work efficiently
• Being eager to learn new things and applying knowledge to improve/simplify processes; the ‘extra mile’
• Striving to gain strong institutional knowledge about department and company processes
• Ability to successfully support team members with minimal assistance, ability to train new team members.
• Demonstrating cost-conscious behaviors
• Ability to independently and successfully resolve payment-related inquiries with AP.
• Clear understanding of company code/cost center structure;
  Clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.);
  Clear understanding of monthly budgeting process – forecasts, accruals, quarterly target-setting.

• Bachelor’s degree preferred and minimum of four years prior Executive administrative support or coordinator experience is required, ideally in a global work environment
• Prior experience working in a legal environment preferred
• Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus
• Critical thinking skills and demonstrate problem solving capabilities
• Ability to work flexible hours on occasion, as required (i.e., working before 8am, after 5pm)
• Effective verbal communication skills as well as…