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Years of Experience
Paralegal Executive Assistant Duties: Under general direction, provides executive level support for the EVP and General Counsel. Primary responsibilities include preparing and communicating correspondence to internal and external business partners and in-house and outside counsel, maintaining electronic and physical files, meeting arrangements, travel agendas and expense reporting. Will support the management of the operations of the global legal team and assist in executing department initiatives. Will also assist in the collection of documents and other information needed for the investigation of claims and litigation and with document production for discovery. Will also administrator the e-billing system for legal invoices, including the preparation of reports and tracking of metrics. This important role promotes an atmosphere of approachability and demonstrates a positive attitude and support of the core values throughout the organization. Provides administrative support for the Executive Vice President and General Counsel and broader legal department. Prepares and maintains documents, files and reports, electronic expense reports, handles scheduling, arranges travel, and performs other projects. Coordinates requests from internal and external legal staff and communicates information on a timely basis. Administrator for electronic system for legal invoice processing system (e-billing). Sets up new vendors and matters as needed and ensures law firms bills are timely processed. Prepares reports and tracks metrics relating to department expenses and outside counsel spend. Works with accounts payable for payment processing. Prepares legal correspondence, pleadings, contracts, regulatory/SEC filings, engagement letters and other documents and/or memoranda. Create and maintain an organized system for physical and electronic files and facilitate/document workflow to meet organizational system. Supports management of operations of the global legal team and assists in executing department initiatives. Acts as a back-up to other Executive Assistants and assists in supporting the Executive team, and performs other related duties as required.
Qualification and Experience
Qualifications: College degree required. 7+ years of Legal Secretary or Legal Assistant experience; prior litigation or corporate paralegal experience strongly preferred. Experience supporting executive level officers. Demonstrates proficiency in Microsoft Office, Excel, Outlook and PowerPoint applications; prior experience with e-billing systems for law firm invoices preferred. Demonstrates an exemplary professional appearance and attitude at all times. Assures discreet and confidential handling of all business. Demonstrates strong communication and writing skills. Demonstrates the ability to review and proofread work for accuracy and completes specific aspects of assignments, as directed. Demonstrates excellent administrative skills, including Microsoft Office, Excel, Word, PowerPoint, and Outlook. Demonstrates a high degree of reliability with attention to detail, neatness, and organization. Demonstrates the ability to prioritize and multi-task (juggle multiple projects with superb accuracy). Demonstrates the ability to manage own time, activities and resources to ensure business standards are met on a consistent basis. Able to execute tasks at hand, even in distracting work environments. Demonstrates the ability to plan and problem solve and function independently. Demonstrates the ability to work well independently, be a self-starter, and anticipate needs.
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