Administrative Assistant, Legal

Description

This position will report to the General Counsel and provide administrative support including calendar and travel management, expenses, and various other administrative tasks for the Legal team.

The role requires flexibility with schedule, and at least 3 days in the office on most weeks.

JOB RESPONSIBILITIES / ESSENTIAL JOB FUNCTIONS

Administrative Support

Communicate with a wide variety of high-level executives and officials to exchange critical and / or sensitive information and expedite matters on behalf of the executives.

Monitor progress on important matters and follow up to ensure resolution.

Provide administrative support including data entry, file organization, obtaining signatures, processing documents.

Prepare, format, and proofread internal and client-facing communications including correspondence, reports, and presentation materials per company guidelines.

Managing and prioritize a constantly shifting, complex calendar of conferences and appointments.

Manage department and professional subscriptions, dues, and conference registrations.

Meeting and Event Coordination

Schedule, track attendance and prepare agendas.

Book office space, conference rooms and ensure A / V components are operational prior to meeting.

Plan catering and / or book lunch / dinner reservations.

Prepare meeting materials.

Travel and Expenses

Coordinate domestic and international travel arrangements, including flights, lodging, car service, dinner reservations, and identifying the most appropriate, cost-effective, and convenient logistics.

Troubleshoot travel issues swiftly.

Prepare expense reports for reimbursement.

Track reimbursements ensuring compliance with company policies, timeliness, and accuracy.

Other

Order supplies; sort mail.

Other administrative duties and special projects as required.

EDUCATION and KNOWLEDGE

Bachelor's degree preferred.

Three or more years of relevant, executive support / personal assistant experience is required.

Experience working in or with an in-house or law firm legal department, preferred.

Technical skills - advanced proficiency with computer applications in a PC Windows based environment.

Deep experience with MS Office suite including Word PowerPoint.

Ability to work across multiple time zones (currently, US EST and UK GMT).

SKILLS

Excellent verbal communicator who works well with people at all levels.

Exceptional administrative, analytical, time management and project management skills.

Impeccable organizational skills ensuring current tasks are prioritized and well-organized.

Highly efficient.

ABILITIES

Maintains absolute discretion, the highest level of confidentiality and always demonstrates good judgment.

Has the ability to work in a fast paced, high-pressure environment with grace.

Gravitas, and a desire to be the best administrative assistant possible.

Calm under pressure and not knocked off balance by last minute requests and / or changes.

Proactive and resourceful.

Welcoming, and approaches new projects with enthusiasm and focus.

Relentless attention to detail especially as it relates to written communication.

Gordon Brothers offers a very competitive total compensation package, including base salary and bonus plan, health insurance, dental benefits, a generous 401(k) match, time off benefits, and more.

In compliance with the Americans with Disabilities Act (ADA), please contact the Human Resources department if you have a disability and need reasonable accommodation with any part the application process.

Requests will be considered on a case-by-case basis.