Legal Operations Administrative Assistant

At-a-Glance:

Join an international fire, HVAC, and security equipment company as a Legal Operations Administrative Assistant.

Position Type:

• Contract
• On-Site

Required:

• Experience in construction.
• Bachelor’s degree preferred and minimum of 4 years of prior executive administrative support or coordinator experience, ideally in a global work environment.
• Prior experience working in a legal environment preferred.
• 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 demonstrated problem-solving capabilities.
• Ability to work flexible hours on occasion, as required (i.e., working before 8am, after 5pm).
• Effective verbal communication skills and 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.
• Self-starter with initiative and demonstrated ability to work independently.
• Confident operating at a very high level and capable of handling challenges of supporting executives.
• Proactive, continuous improvement mindset with excellent attention to detail.
• Results-driven and looking to have an impact on the business and the leaders you support.

Preferred:

• Experience in HVAC.

Responsibilities:

• Provide calendaring support for assigned team members with scope to be discussed and agreed upon.
• Coordinate large meetings including department-wide meetings, internal team meetings, or meetings involving outside guests where catering is required and appropriate.
• Handle travel and expenses for assigned team members, including complicated travel arrangements such as international or multi-city travel.
• Process complex expense reports for assigned team members, including multi-currency transactions.
• Provide passport and visa support.
• Manage POs, check requests, wire requests, vendor setups, etc. for assigned teams.
• Support with the collection of spend reports and various billing metrics as needed.
• Support signature processing and assist with state bar licensing requirements as needed.
• Assist with reporting and tracking key KPIs for the department.
• Maintain department-facing and company-facing website content as necessary.
• Handle incoming and outgoing FedEx, inter-office mail, and faxes.
• Manage special projects as they arise, both within teams and department-wide, as assigned.
• Minimum 4 years of experience supporting senior executives or coordinating administrative operations, preferably in a global work environment.
• Experience in the construction industry, with prior exposure to a legal environment, law firms, state bar licensing or legal administrative support preferred. HVAC experience is an added advantage.
• Expertise in executive calendaring, coordinating large meetings, arranging catering and managing domestic and international travel, passport/visa requirements and complex itineraries.
• Experience processing multi-currency expense reports, managing purchase orders, wire requests, vendor setups, billing metrics and departmental KPI reporting.
• Proficiency in Microsoft Office (Outlook, Excel, Word and PowerPoint), with SharePoint preferred. Strong communication, organizational and multitasking skills, attention to detail, confidentiality, independent problem-solving and a proactive mindset.

If your background aligns with what we’re looking for, you may receive a call from Ava, our virtual recruiter, for a brief screening conversation. Ava will ask a few questions about your experience and interest in the opportunity.

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