Looking for talented people
The position is responsible for providing administrative support and team coordination for up to three executives (SVP, MD, VP) within our business. The role is responsible for a broad range of administrative and support duties in order to enhance the effectiveness of the manager and team.
[Extensive] daily calendar and schedule management; also maintains contacts database
Answer incoming calls promptly and professionally, taking appropriate action; exercises considerable judgement and discretion in handling requests for appointments and calls
Responsible for scheduling meetings, including video-conferencing (Telepresence); prepares and distributes meeting materials (including copying, scanning, printing, tab creation, and binding)
Schedule domestic and international travel including flight, hotel, dinner reservations, car service, etc.
Effectively assist supervisors with documents production and filing
Draft, answer and proofread correspondence with attention to accuracy, grammar and spelling
Ability to communicate effectively with executives and members of the Company's Board of Directors; both orally and in writing.
Revise and distribute standard re-occurring notices and reminders; maintain log of responses and check for completeness; follow up as needed (eg, trading blackouts, O&D Questionnaires)
Word process documents as instructed; speed and accuracy is key
Coordinate calendars and meetings and handle phones
Interact professionally with board members and senior officers
Prepare PDF documents and UPS/hand deliveries by email and courier, respectively, with accurate instructions and confirm correct documents are delivered to intended recipients
Keep a record of all correspondence and memoranda prepared and file copies thereof in the appropriate legal file daily
Scan agreements and create corresponding new data entries
Assist in maintaining the extensive legal file system and database
Locate past correspondence (physical and electronic) with ease
Locate documents within legal files (physical and electronic) with ease
Assist with expiration notices related to contracts
Transcribe documents efficiently, both in time and accuracy
Create PowerPoint presentations under Supervisors guidance, including Board materials
Pay attention to matters Supervisors are handling, including basic understanding of legal transactions, so can assist with next steps timely
Prepare expense reports
Managing billing/invoicing for Supervisors
Coordinate signatures and documents for transactions
Make travel arrangements
Attend legal department meetings
Knowledge, Skills & Experience
Ability to interpret a variety of instructions furnished in writing, oral, diagram or schedule form.
Ability to exercise good judgment and discretion in the absence of express direction.
Must be able to handle multiple tasks
Positive Attitude and team player
Must be detailed oriented
Excellent memory recall
Follow instructions, both written and oral
Typing: 65 wpm (based on testing)
Proficient in Word, Excel, and PowerPoint
College education strongly preferred
At least 10 years of experience as an Administrative Assistant