Legal Operations Administrative Assistant

Clear understanding of company code/cost center structure; Clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.); Clear understanding of monthly budgeting process – forecasts, accruals, quarterly target-setting. Large meetings include department-wide meetings, internal team meetings, or meetings involving outside guests where catering is required (and appropriate).

Our Client, a Building Technology and Software Services company, is looking for a Legal Operations Administrative Assistant for their Milwaukee ,WI location.
 
Responsibilities:

• Meeting Coordination
• Calendaring support for assigned team members. Scope of calendaring support to be discussed and agreed.
• Large meeting coordination (calendaring, AV, catering, logistics). Large meetings include department-wide meetings, internal team meetings, or meetings involving outside guests where catering is required (and appropriate)
• Event planning logistics
• Travel and Expenses
• Handle all travel for assigned team members, including complicated travel arrangements (e.g., international or multi-city travel)
• Process complex (i.e., multi-currency) expense reports for assigned team members
• Passport/visa support
• Finance/AP
• Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams
• Support as needed with collection of spend reports and various billing metrics
• Provide support for signature processing and assist with state bar licensing requirements, as needed
• Assist with reporting/tracking key KPIs for the department
• Maintain teams’ [department-facing and company-facing] website content as necessary
• Handle incoming and outgoing FedEx, inter-office mail and faxes
• Handle special projects as they arise (both within teams and department-wide) as assigned

 
Requirements:

• Taking ownership of an issue once it is brought to you – going the extra step to proactively seek out answers to problems that may fall outside your expertise
• Consistently looking for ways to improve/enhance processes, find efficiencies, think outside the box
• Showing flexibility as workloads fluctuate – willingness to provide backup coverage to others when needed, reaching out to team(s) or Legal Operations for additional work/projects.
• Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care.
• Well organized; consistently completes projects on-time with great attention to detail.
• Ability to prioritize well and work efficiently
• Being eager to learn new things and applying knowledge to improve/simplify processes; the ‘extra mile’
• Striving to gain strong institutional knowledge about department and company processes
• Ability to successfully support team members with minimal assistance, ability to train new team members.
• Demonstrating cost-conscious behaviors
• Ability to independently and successfully resolve payment-related inquiries with AP.
• Clear understanding of company code/cost center structure; Clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.); Clear understanding of monthly budgeting process – forecasts, accruals, quarterly target-setting.
• Bachelor’s degree preferred and minimum of four years prior Executive administrative support or coordinator experience is required, ideally in a global work environment
• Prior experience working in a legal environment preferred
• Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus
• Critical thinking skills and demonstrate problem solving capabilities
• Effective verbal communication skills as well as confidence in communicating with all levels of the organization
• Strong organizational skills and ability to multi-task in a fast-paced environment
• Attention to detail and ensures accuracy in work performed
• Proven ability to handle sensitive and confidential information ethically and responsibly

 
Why Should You Apply?

• Health Benefits
• Referral Program

Excellent growth and advancement opportunitiesOur Client, a Building Technology and Software Services company, is looking for a Legal Operations Administrative Assistant for their Milwaukee ,WI location.
 
Responsibilities:

• Meeting Coordination
• Calendaring support for assigned team members. Scope of calendaring support to be discussed and agreed.
• Large meeting coordination (calendaring, AV, catering, logistics). Large meetings include department-wide meetings, internal team meetings, or meetings involving outside guests where catering is required (and appropriate)
• Event planning logistics
• Travel and Expenses
• Handle all travel for assigned team members, including complicated travel arrangements (e.g., international or multi-city travel)
• Process complex (i.e., multi-currency) expense reports for assigned team members
• Passport/visa support
• Finance/AP
• Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams
• Support as needed with collection of spend reports and various billing metrics
• Provide support for signature processing and assist with state bar licensing requirements, as needed
• Assist with reporting/tracking key KPIs for the department
• Maintain teams’ [department-facing and company-facing] website content as necessary
• Handle incoming and outgoing FedEx, inter-office mail and faxes
• Handle special projects as they arise (both within teams and department-wide) as assigned

 
Requirements:

• Taking ownership of an issue once it is brought to you – going the extra step to proactively seek out answers to problems that may fall outside your expertise
• Consistently looking for ways to improve/enhance processes, find efficiencies, think outside the box
• Showing flexibility as workloads fluctuate – willingness to provide backup coverage to others when needed, reaching out to team(s) or Legal Operations for additional work/projects.
• Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care.
• Well organized; consistently completes projects on-time with great attention to detail.
• Ability to prioritize well and work efficiently
• Being eager to learn new things and applying knowledge to improve/simplify processes; the ‘extra mile’
• Striving to gain strong institutional knowledge about department and company processes
• Ability to successfully support team members with minimal assistance, ability to train new team members.
• Demonstrating cost-conscious behaviors
• Ability to independently and successfully resolve payment-related inquiries with AP.
• Clear understanding of company code/cost center structure; Clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.); Clear understanding of monthly budgeting process – forecasts, accruals, quarterly target-setting.
• Bachelor’s degree preferred and minimum of four years prior Executive administrative support or coordinator experience is required, ideally in a global work environment
• Prior experience working in a legal environment preferred
• Must have demonstrated proficiency in using a variety of office/desktop solutions including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus
• Critical thinking skills and demonstrate problem solving capabilities
• Effective verbal communication skills as well as confidence in communicating with all levels of the organization
• Strong organizational skills and ability to multi-task in a fast-paced environment
• Attention to detail and ensures accuracy in work performed
• Proven ability to handle sensitive and confidential information ethically and responsibly

 
Why Should You Apply?

• Health Benefits
• Referral Program

Excellent growth and advancement opportunitiesWhy Should You Apply?

• Health Benefits
• Referral Program