Administrative Assistant IV, Corporate Legal

This is a Full Time Job

We are seeking an Administrative Assistant IV to support the EVP / Deputy General Counsel and up to three supporting attorneys in the Corporate Legal group.

Responsibilities
• Prioritizing and facilitating meetings, action items, and tasks for executives supported, often in coordination with other senior-level executives' priorities and calendars
• Scheduling and preparing for meetings which includes conference room reservation and prep, agendas, calendar invites, and distribution of pertinent related documents
• Creating, revising, and redlining documents, including complex Word, Excel, and Adobe Acrobat files with a mastery of advanced usage, and word processing extensive handwritten comments and changes quickly and accurately
• Using various cloud-based applications for specific tasks such as gathering electronic signatures, accessing corporate databases, etc.
• Managing documents and facilitating the flow of information between different departments and key stakeholders (verbal and written), with attention to time-sensitive follow-ups
• Managing records storage, both digital and paper, including coordination with other staff regarding shared files
• Arranging travel, offsite meeting planning and all aspects of team meetings/events
• Processing related expense reports on a timely basis
• Keeping EVP apprised of staff matters
• Handling phone coverage and managing executive office area including in-person visitors
• Maintaining a relationship with and knowledge of other legal groups and of support departments such as IT, copy services, facilities, mailroom, etc.
• Other general administrative duties (updating databases, creating and maintaining organizational distribution lists, managing subscriptions, ordering office supplies, processing mail, copying, filing, etc.)
• Miscellaneous duties as required

Qualifications
• Minimum 5+ years of experience in an executive assistant-type capacity with a large corporation or law firm
• Execute in a dynamic, fast-paced environment and multitask with ease, while maintaining in strictest confidence and handling with discretion all matters handled by department
• Take initiative, prioritize changing workload effectively, and maintain a solutions-oriented mindset
• Demonstrate critical thinking skills, proactively identify issues, and make timely decisions
• Meet the differing needs of different managers, recognizing that each requires unique support
• Effectively collaborate with all levels of the organization and contribute beyond your range of responsibilities when necessary
• Work efficiently while maintaining attention to detail and delivering accurate work product
• Exercise professionalism and instill trust
• Excellent communication, interpersonal, and organizational skills
• Proficient computer skills, specifically MS 365 Product Suite and Adobe Acrobat