Executive Legal Assistant

2 weeks ago

Madison, United States FAC Services, LLC Full time

About FAC Services

FAC Services is a professional firm that provides business services to architecture, engineering, and construction service firms. Our focus on high quality, timely and trusted business services allows our partners to focus on advancing their strategic goals and priorities. We maintain the highest ethical standards and personalized services within a culture that encourages professional and personal growth.


Job Purpose

The Executive Legal Assistant is responsible for providing critical support to the Legal + Risk Management department as well as other key company executives. The role requires handling sensitive information with a high degree of discretion and the ability to draft clear and professional communications. The position requires the capacity to identify issues, problem solve, develop customized solutions and suggest process improvements. The ideal candidate is flexible and must be willing to take on special projects and support responsibilities.


Primary Responsibilities:

  • Manage and maintain annual team calendar and related documents for team of attorneys and risk management professionals
  • Coordinate attorney calendars and manage appointments, project status and deadlines.
  • Manage shared legal email inbox
  • Provide administrative support to Legal team and enhance office effectiveness
  • Support and process firm vendor applications
  • Professional licensure support for team
  • Coordinate travel, conference registrations, and calendar coordination for team
  • Support team with professional development, writing, organization and editing content
  • Process and code invoice payments
  • Develop, implement, and maintain training library
  • Manage and ensure renewal of numerous required Federal and state registrations, business, and professional licenses
  • Support marketing and business development functions by providing corporate qualifications and legal information for proposals to clients
  • Assist with special projects as needed


Qualifications

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary duties.

Education and Experience:

  • Bachelor’s or associate’s degree required
  • Minimum five years of professional administrative support experience
  • Advanced experience with Microsoft Office (Word, Excel, PowerPoint and Outlook)
  • Knowledge of various visualization tools (Prezi, PowerBI, Miro) a plus

Knowledge, Skills and Abilities Required:

  • Understands the broader business purpose of tasks assigned
  • Demonstrated superior verbal and written communication skills
  • Ability to maintain strict confidentiality in handling materials and sensitive information discretely
  • Proven ability to apply good judgment in decision-making and the sharing of information
  • Demonstrated ability to handle and manage multiple priorities
  • Proven ability to work independently and with initiative in completing and coordinating numerous work assignments, while managing multiple priorities
  • High degree of personal organization, professionalism, self-motivation and integrity
  • Strong teamwork orientation with the ability to share responsibilities and interact harmoniously with co-workers and others from across the Company

Working Conditions and Physical Effort:

  • Work is normally performed in a typical office environment
  • No or very limited physical effort is required
  • No or very limited exposure to physical risk

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