Legal Administrative Assistant

This position provides administrative support to the Legal Department at the Company’s headquarters in Lake Oswego, Oregon.  The Legal Department consists of seven professionals (Senior Vice President & General Counsel; Vice President and Deputy General Counsel; Sr. Corporate Counsel; Sr. Litigation Counsel; Sr. Compliance Counsel; Sr. Counsel Employee Relations; and Corporate Paralegal).  The PCC Legal Department also has three attorneys who work and reside in the United Kingdom.  

 This Position requires experience and proficiency in working with Excel spreadsheets, to support the Legal Department’s regular interaction with the Company’s finance and operations executives.  The Legal Administrative Assistant will report to the Senior Vice President & General Counsel and Deputy General Counsel but will provide executive and administrative support to all professionals in the Legal Department. 

Primary Responsibilities and Functions:

• Managing legal billings (receiving, entering, tracking, allocating and monitoring approval workflows for legal invoices) using Oracle Fusion. Includes preparation of international wire transfers; requires various reporting requirements for monthly, quarterly and annual accruals, annual audit letters, quarterly reports to the Risk Management Department as well as assistance with projections related to annual Legal Department budgeting
• Legal Vendor management (set-ups and modifications)
• Maintains organized and up‑to‑date legal records through consistent data entry, indexing, and document control practices
• Knowledge of PayModeX a plus
• Distribution of and assistance managing annual financial and ethics questionnaires and related reporting
• Involvement with hotline reports including preparation of Quarterly Reports for presentation to senior Company leadership. Proficiency with EthicsPoint software preferred
• Receiving, routing and tracking incoming lawsuit complaints and other legal service documents
• Maintain internal Corporate HR site using Microsoft SharePoint
• Submit monthly EHS emissions reports using GenSuite application
• Providing a full range of administrative, clerical and office support including, but not limited to:
  • Composing and preparing correspondence, spreadsheets, presentations or other documents as requested
  • Arranging and monitoring business travel
  • Assisting in the organization of and follow-through on legal compliance matters
  • Maintaining certain individual calendars by scheduling conferences, meetings and travel
  • Preparing, submitting and tracking expense reports
  • Answering incoming phone calls in a courteous and professional manner, relaying messages and answering or directing inquiries
  • Coordinating and scheduling both internal and external meetings/events
  • Reading and responding to electronic communications
  • Setting up files; reorganizing as needed for additional space; archiving files as needed
  • Opening and distributing incoming and outgoing mail and express packages
  • Performing photocopying and other production services
  • Providing backup coverage and support in Corporate Paralegal’s absence
  • Performing special projects as assigned
  • Working with other administrative assistants to inventory and maintain office products and kitchen supplies
  • Serve as back-up for the Corporate Office Receptionist
• Assists with additional tasks and special projects as assigned

Skills:

• Consistent and reliable attendance and punctuality
• Exceptional attention to detail and accuracy
• Above-average proficiency in Microsoft Excel and Word
• Proficient in Outlook and Teams
• Knowledge of Workday a plus
• Strong proficiency with Adobe Acrobat, PowerPoint and Visio
• Experienced with various web-based applications and/or ability to learn and/or adapt to new software usage requirements
• Proficient in spelling, grammar, business composition and proofreading skills
• Exceptional execution and organizational skills
• Ability to work without close supervision and to determine priorities when dealing with conflicting demands
• High degree of professionalism, personal integrity, diplomacy and ethics
• Sound judgment; ability to maintain confidentiality while handling discreet matters
• Strong work ethic, proactive approach, enthusiastic and flexible
• Accepting of constructive criticism; works well under stress
• Ability to work closely as a team player with other administrative assistants
• Ability to thrive and succeed in a fast-paced, demanding work environment

 Education and Experience:

• College degree or equivalent experience considered
• Minimum 5 years administrative assistant experience
• Experience working in accounting and/or finance a plus
• Legal experience preferred but not required
• Experience working in a corporate executive environment a plus

Interpersonal Communications:

• Telephonic, electronic and face-to-face contact with upper levels of management in the Company, including executive management, as well as other management employees throughout the PCC organization
• Regular contact with outside law firms and other third-party vendors

Job Conditions:

• Typical office working conditions
• Job may occasionally require hours that exceed 40 hours per week
• This position demands a high degree of flexibility and organization to accomplish a variety of tasks and projects occurring simultaneously, most of which are time-sensitive
• Occasional travel may be required

 Physical Activities Required to Perform Essential Job Functions:

• Physical ability to operate a telephone, computer hardware/software including keyboard; to sit for extended periods of time (up to 6-8 hours per day); occasionally lift/carry up to 25 pounds; be mobile within an office setting; assemble papers, paper punch, staple, file, photocopy; apply sufficient force to open and close file drawers; communicate by speech and hearing in person and/or by phone in a businesslike and professional manner
• Visual acuity to perform close detail work for preparation and proofreading of business correspondence and operating a computer terminal