Senior Executive Assistant - Law

About Us

Before applying for this role, please read the following information about this opportunity found below.

Matson has been the leading ocean shipping and logistics provider throughout the Pacific since 1882. We are the supply chain lifeline for Hawaii, Alaska, Guam, and islands of the South Pacific.

We also offer the top two ocean shipping services in the world’s largest trade lane - Asia to the U.S. West Coast. With our subsidiaries Matson Terminals and Matson Logistics, our business focus is exceeding customer expectations with quality, reliability, and integrity.

We strive to operate in an environmentally sustainable manner and promote land-based environmental programs in Hawaii, Guam, and Alaska.

We help improve the communities in which we work and live through our community giving program that annually supports hundreds of local organizations.

And we work to improve diversity, equity and inclusion in our company, communities and industry through an active social equity program.

Matson is a great place to work, and everyone who works with us becomes part of the Matson ohana or family. Join our team and help us move freight better than anyone.

Learn more at matson.com.

About the Role

Matson Navigation Company, Inc. is seeking an experienced Executive Assistant for a full-time position with our Law Department.

In this position, you will support attorneys in an administrative and project management capacity. Responsibilities include supporting the Corporate Secretary / Board of Directors as well as departmental budgeting and management.

This is a hybrid position, with two days working remote and in the office 3 days a week.

What you’ll do :

Law Department Support

• Corporate Secretary and Board of Directors Matters : Assemble binders for Board and Committee meetings; proofread Board and Committee minutes;
• maintain corporate minute books; process payment of Directors’ fees and expenses; prepare required state and local corporate filings;

maintain SEC EDGAR access codes.

Departmental Budgeting and Management : Assist in tracking departmental spend against budget including monthly accruals;

prepare annual departmental budgets; serve as primary departmental interface with Finance / Accounting / Tax functions.

Coordinate mid-month and month end reports on Law Department activities.

Administrative Assistant Duties

• Assist with phones, mail, copying, typing, filing, and formatting and transmitting documents.
• Proofreading and document comparison.
• Calendar management for attorneys including court hearings, response dates and meeting scheduling.
• Organize, maintain, and administer relevant sections of Law Department file system (both electronic and hard copy) and reference files in attorneys’ offices.
• Draft routine correspondence.
• Coordinate travel arrangements; prepare and submit travel and monthly expense reports.
• Participate in back-up and temp training in absences of other assistants.
• Review and code invoices for payment.

You have these skills :

• Excellent customer service, problem solving and analytical skills.
• Extremely organized and detail oriented.
• Able to communicate with senior leadership and guests in a tactful and confidential manner.
• Proficient in Microsoft Office (Word, Outlook, PowerPoint, Excel) and Adobe Acrobat. Experience with Box and Workday is a plus.
• Excellent interpersonal skills with a focus on teamwork and collegiality. Ability to work independently and as a member of a team.
• Ability to prioritize workloads.
• Ability to communicate clearly and concisely, both verbally and in writing.

And these qualifications :

• Minimum five years as Executive Assistant, Secretary, or similar role is preferred.
• College degree or similar certification preferred.
• Notary certification preferred.

Other Requirements

• Required knowledge of office operations and practices; principles of indexing and maintaining case and administrative files;
• English usage, spelling, grammar, and punctuation and business letter writing; and current office procedures, methods, and equipment including multi-line phones, copiers, computers;

and current office technology and equipment.

Extra credit if you have :

• Paralegal or other law experience is a plus.
• Knowledge of basic legal terminology, forms, formats, procedures, and documents a plus.

The annual salary range for this position in California is $82,700 - $112,640. The salary offered will depend upon qualifications and other operational considerations.

At Matson, we're looking for people to build a unified team to maintain our values of trust, integrity, and reliability. We welcome diverse perspectives and people who think rigorously and thoughtfully challenge assumptions.

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