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Legal Staff Legal Secretary in Chicago, IL

IES Abroad Nov 09,2016 Location USA Chicago IL
This job is expired...

Academic

Legal Staff

Corporate

Litigation - Whistleblower - CFTC

Min 5 yrs required

Profile

Assistant Vice President & Counsel Duties: Provide executive and administrative assistant support for the Executive Vice President, Chief Operating Officer and General Counsel (COO), and administrative assistant support for the Assistant Vice President & Counsel (AVP) as requested by COO and AVP, manage individual projects, staff and, assist with the IES Abroad Crisis Management Team (CMT) as requested, schedule and arrange logistics of meetings and travel (domestic and international), assist with budget entries and management utilizing technology, process expense reports and work credit card statements, coding expenses, uploading legal and other vendor invoices for review and approval by the COO, maintain files, legal documents, records, contracts, and perform other duties as assigned. Maintain confidential information, including without limitation correspondence, files, business and other strategies and plans, student information, employee information, financial information, and communications involving the COO and AVP; Draft, edit, format and proofread letters and documents; Research, collect and analyze information; Monitor, track and organize data, reports and documents for COO and AVP from reporting departments and others; Make international and domestic travel arrangements, and prepare travel books and corresponding travel expense reports for COO, processing credit card statements and other bills; Schedule and organize COO’s legal, risk management and other presentations, coordinating and logging invitations, maintaining a database of attendees, creating PowerPoint presentations; Maintain the COO’s appointment calendar including without limitation planning and scheduling meetings, conferences, teleconferences, events and preparing materials for meetings; Track and submit records for COO’s Continuing Legal Education and State Registration for various state bar admissions; Organize and maintain files and records; Assist with maintain COO’s department budget online; Provide historical reference by developing and utilizing filing and retrieval systems for IES Abroad Board Secretary role of the COO, international risk assessments, strategic planning, joint real estate ventures, Operations Task Force and other groups, committees, projects, duties and initiatives; Help staff the crisis management team and perform other CMT duties as assigned or needed; Help manage and track contract review and approval process; Maintain a database for member school and other contracts; Organize and attend meetings, record minutes and distribute minutes among meeting participants, as necessary; Prepare PowerPoint and other presentations and associated handouts/materials for the COO; Ensure that materials and correspondence are produced and sent when and as requested; Update and maintain COO and other relevant pages on the organization’s Intranet; and Perform other tasks or duties as assigned or required.

Qualification and Experience

Qualifications: Bachelor’s Degree preferred or equivalent work experience. 5 years related experience in an Executive Assistant role for a Senior Executive (legal secretarial experience a plus, but not required); Advanced proficiency in MS Office; Ability to compose correspondence and other documents from notes, discussions, dictation, or independently from knowledge of circumstances and policy; Excellent administrative and clerical skills; Very detail oriented; Able to maintain strict professional confidentiality; Able to work with minimal supervision, think independently and take initiative; Exceptional interpersonal communications skills and abilities; Excellent problem-solving skills; Excellent professional communication etiquette; High level organizational proficiency and proven ability to meet deadlines; Excellent multiple-tasking and time management skills; Excellent written and verbal communications skills; Excellent reporting skills; Self-starter with demonstrated ability to work both independently and within a team; Familiarity working with organizational budgets; Sound judgment, discretion, and diplomacy; Punctuality; Willingness and ability to takes initiative when and as appropriate.

Company info