FLI1250 - Administrative Assistant

GENERAL DESCRIPTION: The Administrative Assistant is responsible for providing administrative support and assistance to both the Executive VicePresident 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 execution 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 email 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 coworkers 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 fastpaced environment with constantly changing tasks priorities and deadlines.
• Must have strong initiative confidence assertiveness and accountability; strong attention to detail followup and followthrough.
• 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 inperson demeanor.

EDUCATION AND/OR EXPERIENCE REQUIRED:

• Bachelor’s or associate degree in business Law communications or similar discipline preferred or an equivalent combination of education and work experience.
• Three to Five 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.