Administrative Assistant to Legal Department

Dodge & Cox is seeking a flexible, collaborative, and self-motivated Administrative Assistant to support our Legal Department, acting as a trusted business partner to the team. The successful candidate will work closely with all members of the Legal Department, partnering with another department Administrative Assistant. The role requires strong attention to detail, excellent communication skills, and the judgment to manage multiple shifting priorities.

The Administrative Assistant will be responsible for performing general office duties, including, but not limited to: scheduling and calendar management, coordinating internal and external meetings, coordinating contract and other document review, record keeping, and arranging travel. This person must be highly professional, discreet, and maintain a positive demeanor.

Primary Responsibilities:

• Partner with the Legal department’s other administrative assistant to track/coordinate documents and contracts submitted to Legal for review through various workflows
• Serve as an internal liaison for D&C employees for matters/questions related to Legal department
• Provide calendar support to the General Counsel and other Legal department team members;
  Organize meetings end to end, including scheduling; arranging and hosting online meetings on zoom, Webex or MS Teams; managing conference-room and AV setup for in-person and hybrid meetings; handling catering requests, and guest registration; partner with meeting hosts to build agendas and distribute materials in advance as needed
• Arrange international and domestic travel, including location tracking, preparing conference registrations, and processing expense reports via Workday, and collaborating with other Administrative Assistants for multi-person trips, as needed
• Prepare, edit, and proofread documents, including - but not limited to - correspondence, presentations, memoranda, minutes, procedures, contracts, and various corporate records
• Notarize documents, and submit service requests; prepare, file and maintain hard and/or electronic documents such as corporate records and minute books, powers of attorney, apostilles, and other corporate documents
• Assist in organizing and arranging holiday and team events
• Work with and provide out of office coverage to the Legal Department’s other Administrative Assistant, as well as other Administrative Assistants in the Compliance and Risk Departments
• Perform routine administrative tasks such as preparing Fed Ex/USPS labels, running redlines, copying, scanning, and faxing
• Support team members in the adoption of new technology and software
• Update job knowledge and skills by participating in training and educational opportunities, as appropriate

Ideal Candidate Profile:

• Adaptable, with a willingness to take on new projects and adjust quickly to change
• Demonstrated ability to follow work processes, manage multiple priorities calmly under pressure, meet deadlines, and to take independent initiative within areas of responsibility, while maintaining a positive, constructive attitude under stress
• Highly organized, keen attention to detail, service-oriented, responsible, reliable, proactive, and team-oriented
• Enthusiasm for continuous learning and building skills to improve effectiveness and efficiency; open to constructive feedback in a spirit of continuous improvement
• Sound judgment and discretion, i.e., ability to keep information confidential, including within the firm
• Excellent written, verbal and interpersonal communication skills, including the ability to interact professionally and effectively with other employees and company management

Qualifications:

• Four-year college degree preferred
• Minimum of five years of experience in a related position, preferably in the financial…