Administrative Support Specialist

Job Purpose/Summary

Administrative Support Specialist provides administrative and operational support to general counsel, ensuring smooth and efficient operations. This role handles a wide range of responsibilities including scheduling, communications, event coordination, travel arrangements, and documentation management. The ideal candidate is detail-oriented, proactive, and highly organized, with strong communication skills and the ability to manage multiple priorities in a fast-paced environment. This position requires discretion, integrity, and the ability to handle confidential and sensitive information. This position works on-site with limited supervision.

Essential Duties and Responsibilities

Administrative Support:

• Maintain organization system for legal matters, both physical and electronic.
• Draft, edit, and format professional documents, presentations, and correspondence.
• Provide budget assistance - preparations, monitoring, and maintaining.
• Manage the daily office operations, including handling general inquiries, ordering supplies, and scheduling.
• Coordinate the delivery of legal correspondence including mailing and arranging courier services as needed.
• Coordinate travel arrangements and process related reimbursements.
• Manage expense reports, corporate card reconciliation, and check requests.
• Manage and maintain the General Counsel's calendar, including scheduling meetings, tracking legal deadlines, and coordinating appointments.
• Budget assistance - preparation, monitoring and maintaining.
• Assist with the planning and execution of departmental projects as assigned, ensuring timely completion and attention to detail.
• Performs other duties and responsibilities as requested or required.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Knowledge, Skills and Abilities

• Excellent written and verbal communication skills.
• Demonstrated problem solving skills.
• Ability to handle multiple tasks with strong time management and prioritization skills.
• Excellent attention to detail.
• Strong customer service skills.
• Adherence to the highest level of confidentiality and discretion with respect to the work.
• Demonstrated excellent written and verbal communication skills.

Minimum Qualifications

• Associate's degree in business or related fields and 3 years of previous administrative assistant experience or an equivalent combination of education and experience.
• 5 years administrative assistant experience with no higher education degree
• Proficient in Microsoft Office 365, including skills in Outlook, Word, Teams, PowerPoint, and Excel.

Preferred Qualifications

• Experience as legal administrative assistant
• Bachelor's degree in business or related field
• Additional years of administrative support experience