FLI1250 - Administrative Assistant

GENERAL DESCRIPTION: The Administrative Assistant is responsible for providing administrative support and assistance to both the Executive Vice-President of Legal / Compliance and to the Associate General Counsel of Legal / Compliance. This position will act as the primary point of contact for internal and external inquiries on items concerning Legal / Compliance. Responsibilities include coordinating calendars managing department filing making travel and meeting arrangements maintaining customer relations preparing correspondence and participating in meetings and conference calls as needed.

ESSENTIAL DUTIES/RESPONSIBILITIES/FUNCTIONS:

• Manage Plan schedule General Counsel and Associate General Counsel’s schedule and calendars.
• Attend and take notes in meetings on behalf of General Counsel and Associate General Counsel as needed.
• Task and project management including creation planning and reporting for assignments.
• Answer phone calls and take detailed messages or forward calls to appropriate individual(s).
• Arrange and prepare all aspects of department’s travel (both domestic and international) including ground and air transportation lodging meals etc.
• Draft correspondence including legal documents as directed.
• Coordinate gathering and organizing of documentation required for litigation support.
• Receive review and respond to high volumes of correspondence via mail e-mail telephone daily.
• Manage paperwork and accurately sort manage and file department documents.
• Place office supply orders for needed supplies.
• Work with other Executive Assistants on special projects as needed.
• Work cooperatively with co-workers and supervisors.
• Maintain strict confidentiality on all matters.
• Maintain regular and punctual attendance at work.
• All other duties as assigned.

QUALIFICATIONS & SKILLS REQUIRED TO PERFORM JOB DUTIES:

• Proficient with MS Office applications (MS Word Excel Outlook and PowerPoint).
• Accurate and efficient typing skills 45 wpm.
• Proficient with Internet Explorer and Social Media.
• Demonstrated strong written and verbal communication skills.
• Intermediate to advanced level project management and task management skills.
• Knowledge of business operations including LLCs Corporations and licensing etc.
• Ability to maintain sensitive and confidential information.
• Professional presentation; strong interpersonal organizational and customer service skills.
• Able to work on multiple projects at once and effectively prioritize and complete assignments accurately and on time.
• Able to work quickly and handle high volumes of work in a fast-paced environment with constantly changing tasks priorities and deadlines.
• Must have strong initiative confidence assertiveness and accountability strong attention to detail follow-up and follow-through.
• Ability to process information quickly anticipate needs before they arise and work with little or no direction or direct supervision (must be proactive); must be able to work independently and as part of a team.
• Proficient operation of general office equipment including copier fax machine scanner printer etc.
• Consistently professional friendly helpful telephone and in-person demeanor.

EDUCATION AND/OR EXPERIENCE REQUIRED:

• Associate degree in business communications or similar discipline preferred or an equivalent combination of education and work experience.
• 1-3 years of executive administrative or administrative work experience including meeting coordination scheduling domestic and international travel.

PHYSICAL REQUIREMENTS TO PERFORM JOB DUTIES:

• Stand/remain upright walk/move throughout the building.
• Stand/remain standing for several hours up to 2 hours at a time to file.
• Sit/remain seated at a computer for up to 8 hours a day usually 4 hours at a time.
• Use a PC with dual monitors keyboard and mouse and telephone continuously throughout the day.
• Bend up and down kneel stoop and/or squat occasionally.
• Turn and twist repetitively.
• Reach down forward and overhead.
• Lift up to 15 lbs. occasionally.

The company reserves the right to modify interpret or apply this job description in any way the company desires. This job description in no way implies that these are the only duties including essential duties to be performed by the employee occupying this position. This job description is not an employment contract implied or otherwise. The employment relationship remains “at-will.”