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Legal Administrative Assistant

3 months ago

Saint Paul, United States SPECTRAFORCE Full time

Job Title: Administrative Assistant – HYBRID

Duration: 6 Months (Possibility of extension)

Location: St. Paul, MN (55102)

Job Responsibilities

  • Client is seeking an experienced and professional Senior Administrative Assistant to provide support to client's Corporate Compliance Executive Leader and Safety, Health, and Environment Executive Leader. This position will perform complex and diverse administrative duties, interact with Client’s attorneys and their internal clients, outside counsel representing Client, Client’s corporate executives and Client’s customers, handle sensitive information requiring considerable tact, diplomacy, discretion and judgment; and perform special administrative projects as requested.

What You Will Do:

  • Prepare and submit monthly expense reports for leaders.
  • Assist with the processing and approval of invoices using.
  • Support the Executive Leaders in day-to-day administrative, project management, and intraoffice communication tasks, including monitoring incoming calls, messages and mail and preparing overnight courier packages.
  • Proactively manage calendars and schedules.
  • Coordinate domestic and international travel arrangements including logistics, agendas, developing complete and comprehensive itineraries, booking flights and accommodation and arranging meetings and visits.
  • Produce high quality reports, presentations and other documents in Microsoft Word, PowerPoint and Excel.
  • Prepare drafts of correspondence, agendas, presentations and other documents in response to verbal and/or written instructions, to a high degree of accuracy and presentation.
  • Maintain strict confidentiality with respect to sensitive and confidential corporate legal and personnel information.

Minimum Qualifications:

  • High School Diploma or equivalent
  • Minimum 5 years of administrative or legal secretary experience
  • Advanced Microsoft Office skills (Word, Excel, Access, PowerPoint) and Microsoft Outlook (email and calendar management) with an ability to become familiar with other key programs such as Workday
  • 55+ WPM; excellent grammar, punctuation, spelling and understanding of deadlines with minimal supervision
  • Proficiency in calibration and delegation of duties
  • Excellent organizational, project management and problem-solving skills with a high attention to quality and detail with impeccable multi-tasking abilities.

Preferred Qualifications:

  • Bachelor’s degree
  • Preferred work experience with corporate legal department or large law firm
  • Demonstrated effective oral and written communication and organizational skills including a superior level of poise and discretion while interacting with both internal and external constituents.
  • Demonstrated initiative with the ability to both work independently and be resourceful, anticipating and communicating potential issues
  • Flexibility to respond to urgent project needs and shifting priorities
  • Strong customer focus and approachability
  • Ability to effectively manage multiple, competing priorities, to staggered deadlines, in a fast-paced environment
  • Adaptability and flexibility, with a willingness to collaborate in a team environment
  • Detail-oriented, self-motivated and analytical.