Administrative Assistant, Legal and Risk Management

2 weeks ago

Hamel, United States Loram Maintenance of Way Full time
Job Title: Administrative Assistant, Legal & Risk Management

FLSA Status: Non-Exempt

Department: Legal & Risk Management

Reports to: Vice President, General Counsel

Flex Work Eligible: This position qualifies for the Flexible Work Policy. Employees receive 75 workdays annually to work remote. The initial amount of days is prorated for the first year based on start date.

GENERAL DESCRIPTION / PURPOSE:

The Administrative Assistant, Legal & Risk Management, performs a diverse range of duties. This role serves as the central point of contact for the Legal & Risk Management team, connecting external organizations, internal customers, projects, and critical business information to the company's Vice President, General Counsel, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the legal priorities of the business.

ESSENTIAL JOB FUNCTIONS:
  • Functional & Technical Skills
    • Responsible to process vendor invoices, maintain supplies, and place orders to manage supply inventory and ensure the efficient and effective administration of the office.
    • Provide support to the Legal & Risk Management Department in carrying out the organization, maintenance, and filing of various corporate, legal, and operational files and databases.
    • Responsible for preparing and editing confidential information and ensuring that the information is precisely and accurately prepared.
    • The Administrative Assistant will utilize software platforms for posting, organization, and storage of corporate and legal records, and they will carry out administrative duties, such as copying, binding, scanning, preparation of meeting materials, coordinating large meetings, and general support of the Legal & Risk Management Department.
    • Prepare, reconcile, and submit expense reports
    • Maintain confidential and sensitive information
  • Customer Interaction/Management/Support
    • Work directly with the Vice President, General Counsel to support all aspects of standard work
  • Maintain Legal & Risk Management Department's annual calendar
  • Coordinate work with the Legal & Risk Management Department team as needed; play a key role in the coordination of team efforts both within and outside the department
    • Assist in Legal & Risk Management Department activities and processes including project planning, intake, prioritization, initiation, execution, and training, as well as in fostering collaboration of internal and external customers
  • Assist the Vice President, General Counsel in the maintenance of corporate minute book and entity records, as well as the development of presentations, policies/procedures, and training materials for internal and external audiences
  • Keep the Vice President, General Counsel advised of time-sensitive and priority issues, ensuring appropriate follow-up

REQUIRED QUALIFICATIONS:

Education: High School Diploma/Equivalent

Experience:
  • 5+Years' experience as an administrative assistant (preferably in a law firm or in a corporate legal department).

Knowledge, Skills, and Abilities:
  • Ability to prioritize work based on changing company needs
  • Highly Organize
  • Able to perform a wide variety of support duties
  • Compile, proofread and revise drafts of legal documents, presentations, and reports
  • Ability to gather and file documents electronically
  • Coordinate and schedule meetings, conference calls, and travel arrangements
  • Process sensitive and confidential information with the utmost judgment and tact
  • Highly proficient with Microsoft Office Applications; Word, Excel, PowerPoint

PREFERRED QUALIFICATIONS:

Education: Bachelor's degree in Business Administration, Administration of Justice, or a related field

Licenses/Certifications: Paralegal or Legal Assistance certification

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Office deskwork, requiring sitting, walking, using phone & computer
  • May lift up to 30 lbs. occasionally
  • May be required to work overtime occasionally based on workload and deadlines

Loram is an Equal Opportunity Employer and will make all employment-related decisions without regard to race, color, religion, creed, sex, sexual orientation, gender identity, national origin, age, disability, marital status, familial status, status with regard to public assistance, membership or activity in a local commission, protected veteran status, or any other status protected by applicable law.

Revised: Nov 2024

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