Highlights
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).
Numbers & Facts
| Location | Milwaukee, WI |
| Industry | Management Consulting Services |
| Salary | $26–$30 Per Hour |
| Company Size | 2,000 to 2,499 employees |
| Year Founded | 2000 |
| Website | https://www.iconma.com/ |
Description
Our Client, a Building Technology and Software Services company, is looking for a Legal Operations Administrative Assistant for their Milwaukee ,WI location.
Responsibilities:
Requirements:
Why Should You Apply?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:
Requirements:
Why Should You Apply?Excellent growth and advancement opportunities
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?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?Excellent growth and advancement opportunities
Benefits
401K, Employee Referral Program, Life Insurance
About Company
ICONMA is a global information consulting management firm providing Professional Staffing Services and Project-Based Solutions for organizations in a broad range of industries.
- Corporate Headquarters in Troy, Michigan; 20+ locations worldwide.
- Certified Woman-Owned Business Enterprise (WBE); certified by Women’s Business Enterprise National Council, National Women Business Owners Corporation (NWBOC); and California Public Utilities Commission (CPUC).
- Founded in 2000
- 2000+ Employees
The company was founded on the principle that success is derived from delivering high quality service and resources in the most responsive, flexible, and innovative way. ICONMA invests in people and resources with a single goal: To provide our customers with the highest quality service in the most responsive manner. Through its network of offices, ICONMA provides the resources to help clients maintain their competitive advantage.