Legal Administrative Assistant

In this role, you will make an impact in the following ways: 

• Efficient Research and Reporting: Conduct thorough research and prepare detailed statistical reports, ensuring accurate and timely information for decision-making.
• Accurate Data Management: Gather, compile, and verify data, maintaining high accuracy in documents, reports, presentations, and databases.
• Streamlined Operations: Enhance departmental efficiency by completing data collection, entry, and report generation, contributing to smooth operations.
• Professional Communication: Handle correspondence, visitor reception, conference calls, and meeting scheduling with professionalism, ensuring effective communication.
• Responsive Inquiry Handling: Address and redirect inquiries promptly and accurately, providing clear and helpful information to internal and external stakeholders.
• Policy and Procedure Maintenance: Document and maintain departmental policies and procedures, ensuring they are up-to-date and accessible.
• Team Collaboration and Support: Participate in business improvement projects and act as a resource for colleagues, fostering a collaborative and supportive work environment.

Key Responsibilities:

Provides administrative support by conducting research, preparing statistical reports and addressing routine to complex information requests. Gathers, compiles and verifies information and enters it accurately into documents such as reports, presentations or forms; and office systems such as databases or spreadsheets. Completes data collection, data entry and report generation on various departmental related activities. Performs associate functions as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings. Responds to, or redirects, routine to complex inquiries from external or internal sources about the organization/department, its activities, or processes so callers/visitors are answered promptly and accurately. Prepares documentation for payment of vendors, suppliers and other third parties as applicable; submits documentation and enters request for payments into accounting system; responds to inquiries from accounts payable and payees. Documents and maintains departmental policies and procedures. Participates as a team member on departmental related business improvement assignments and projects as needed.   Performs other routine to complex administrative activities as needed per the established procedures of the organization and/or department. Act as an informal resource for colleagues with less experience.

To be successful in this role, you will need to:

• Embrace Diversity: Recognize and value different perspectives and cultures, fostering an inclusive environment that leverages diverse viewpoints for innovative solutions.
• Be Proactive and Energetic: Approach new opportunities and challenges with urgency, high energy, and enthusiasm, demonstrating a strong action-oriented mindset.
• Communicate Clearly: Develop and deliver communications that are tailored to the unique needs of different audiences, ensuring clarity and understanding across all modes of communication.
• Focus on Customers: Build strong relationships with customers and deliver solutions that are centered around their needs, enhancing customer satisfaction and loyalty.
• Ensure Accountability: Hold yourself and others accountable to meet commitments, maintaining high standards of performance and reliability.
• Plan and Prioritize: Effectively plan and prioritize your work to align with organizational goals, ensuring that you meet commitments and contribute to the overall success of the team.
• Leverage Data Analytics: Discover, interpret, and communicate both qualitative and quantitative data. Use your knowledge of business frameworks, statistics, and data visualization to extract meaningful insights and support data-driven decision-making.
• Visualize Data Effectively: Construct compelling narratives around business problems, root causes, and solutions using data visualization tools. Create reports and dashboards that clearly illustrate data and support informed business decisions.

Education, Licenses, Certifications: 
High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations. 
This position may require licensing for compliance with export controls or sanctions regulations. 

Experience: 
Requires significant relevant work experience or specialized skills obtained through education, training or on-the-job experience.

• Notary Public preferred.
• At least 5 years' experience in an administrative role supporting people with complex calendars and travel needs.
• Knowledge of Concur and Ariba beneficial. 
• Knowledge of Legal Matter Management / eBilling systems beneficial.
• Ability to maintain high level of confidentiality and handle critical and sensitive information.
• Strong problem-solving skills and ability to remain calm under pressure.
• Superior organizational and planning skills including attention to detail.
• Focused, positive attitude, proactive.
• Superior written and verbal communication skills and high proficiency with Microsoft Office applications.
• Microsoft Office Excel by using shortcuts and formula functions for data to quickly and easily make tasks more productive.
• Strive to meet and exceed expectations; intuitively understand stakeholder; anticipate needs and provide value.
• Ability to multi-task, set priorities and be flexible with last minute changes.
• Possess a global mindset – global awareness/sensitivity to culture, understanding different cultural norms and expectations.