Legal Secretary

JOB SUMMARY

• Perform comprehensive administrative assistant / legal secretarial support by assisting two attorneys in the Shanghai Office.
• Serve as liaison between the attorney/paralegals and other Law Department associates company executives and associates property owners and outside counsel.

Specific Duties

Planning and Organizing

• Manage calendar for attorneys in Shanghai office including scheduling and canceling meetings and handling high-priority scheduling issues. Coordinate calendars with Administrative Assistants for Senior Leaders.
• Coordinate schedule and prepare for meetings including scheduling conference rooms agenda items prior distribution of materials room set up audio visual equipment set up conference line initiation and food and beverage arrangements.
• Make travel arrangements and coordinate logistics including transportation reservations and lodging arrangements. Prepare expense reports.
• Coordinate and manage Outside Counsel budget and process invoices.
• Prepare and edit presentations agendas memos letters spreadsheets and other business documents.
• Take notes during and prepare minutes from meetings.
• Review all incoming mail and bring priority items to the supervisors attention; track matters requiring response/action and keep supervisor apprised of status.
• Assist with special projects as requested.

Filing / Documentation / Reporting / Drafting

• Enter information in the Law Manager update information.
• Compose type and transmit correspondence and e-mails; type black line proofread and transmit agreements contracts and other legal documents.
• Draft or revise simple legal documents under supervision of attorneys.
• Translate simple correspondence between Chinese and English.
• Create and maintain computer- and paper-based filing and organization systems for records reports documents chron file etc.
• Create and maintain desk files and permanent files including up-to-date filing entries in RIMS and transmittals to the Records Management Section.
• Coordinate certain Group-wide functions such as document retention.
• Provide support in research of files and compilation of data as necessary.

Policies and Procedures

• Maintain confidentiality of proprietary materials and information.
• Protect the privacy and security of clients customers and coworkers.
• Follow company and department policies and procedures.
• Research questions and problems and make recommendations for resolution.
• Ensure that personal appearance immediate work area and Group-wide shared spaces are clean professional and in compliance with company policies and procedures.
• Protect company tools equipment machines or other assets in accordance with company policies and procedures.

Customer Relations

• Address client service needs in a professional positive and timely manner.
• Actively listen and respond positively to the questions concerns and requests of others.
• Proactively assist other employees to ensure proper coverage and service.

Communication

• Discuss work topics activities or problems with co-workers supervisors or managers using proper discretion.
• Answer telephones using appropriate etiquette including using the callers name transferring calls to appropriate person/department requesting permission before placing the caller on hold taking and relaying messages and allowing the caller to end the call. Screen telephone calls; accordingly handle matters not requiring the Practice Leaders attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.
• Speak to clients and other employees using clear appropriate and professional language.
• Prepare and review written communications (e.g. emails memos documents) including proofreading and editing written information to ensure accuracy completeness and timeliness.
• Talk with and listen to other employees to effectively exchange information.

Working with Others

• Treat all employees and clients with dignity and respect.
• Develop and maintain positive and productive working relationships with other employees and departments.
• Partner with and assist co-workers to promote a positive work environment that fosters team efforts to achieve common goals.
• Handle sensitive issues with employees and/or clients with tact respect diplomacy and confidentiality.
• Actively listen to and consider the concerns of other employees responding appropriately and effectively.

LEADERSHIP COMPETENCIES

• Create Belonging- Build relationships by promoting an environment of collaboration trust respect opportunity and inclusion.
• Models and empowers others to monitor partner/customer feedback satisfaction and relevant metrics to deliver enhanced services.
• Applies existing data and resources to create innovative service strategies.
• Seeks out builds and maintains diverse partnerships/ relationships across the company and industry.

• Models and coaches team on building and maintaining diverse partnerships & relationships.

• Develop Others- Develop diverse inclusive and high-performing talent and teams.
• Fosters an environment that supports feedback and ongoing development by putting systems and processes into place to manage program performance and associate development.
• Participates in talent reviews and succession planning discussions as needed for select direct reports while providing relevant data (i.e. Talent Ratings key strengths and opportunity areas potential successors etc.).
• Champions the attraction development and retention of a diverse workforce to drive innovation and engagement.

• Develops others by identifying needs providing resources ongoing feedback and customized coaching and setting appropriate shared department team and individual goals.

• Lead Change- Courageously lead change innovation inspire others through optimism and adapt to changing business needs.
• Engages in effective change management processes such as presenting the need for change in a way that encourages commitment and action developing strategies and providing resources to implement desired changes while managing stakeholders expectations.
• Keeps leaders informed about key issues communicates effectively and courageously influences others to support a point-of-view gain alignment or take action.
• Models coaches and holds others accountable for displaying a leadership style that conveys confidence optimism gains respect from others and is dedicated to leading ethically and with a high degree of integrity.

• Uses data to evaluate opportunities and adapt global strategies where needed (e.g. brand team programs etc.) into actionable plans to maximize external partner/customer commitment satisfaction and profitability.

• Learn & Excel- Apply professional expertise while seeking out and integrating diverse perspectives and learning opportunities.
• Secures resources and creates opportunities for self and others to improve performance through stretch assignments and other professional development activities.
• Creates an environment where continuous learning is valued and encouraged and holds others accountable for maintaining and sharing current knowledge on industry and discipline trends competitors and advanced technical knowledge in area of expertise.
• Models and coaches others on making sound business decisions by monitoring industry trends market dynamics and business environment to identify opportunities for improvement and adjusts priorities as needed.

• Builds partnerships across diverse teams to solve complex issues and improve performance.

• Deliver Results- Set ambitious goals create alignment and drive execution.
• Coordinates with other departments and teams to set clear responsibilities for each group as well as communicates clear expectations about how departments teams and individuals contribute to success.
• Monitors department team and individual performance establishing clear standards expectations timelines and budget requirements.
• Identifies and focuses on business opportunities that have the highest value for the Company.
• Manages department team and individual workloads by prioritizing tasks and delegating assignments appropriately helping others understand work requirements and obtaining resources departments and teams need to accomplish their work.

At Marriott International we are dedicated to being an equal opportunity employer welcoming all and providing access to opportunity. We actively foster an environment where the unique backgrounds of our associates are valued and greatest strength lies in the rich blend of culture talent and experiences of our are committed to non-discrimination on any protected basis including disability veteran status or other basis protected by applicable law.