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Years of Experience
Date Last Verified
Administrative Assistant - Legal and Strategy (Contract) The candidate will perform a wide range of administrative and general support duties for the Legal Department (75%) and Strategy Department (25%). Will manage Legal Purchase Orders, Process Legal Invoices, Arrange for and Process Legal Expenses (Local and Travel)- 50%. Assist Legal Executive Assistant with the creation of Click n Buy Purchase Orders (Airbus Procurement process), assuring that appropriate Cost Centers, HMG, and GL codes are used, and that appropriate approval signatures are obtained; track status of same; create amendments of purchase orders when appropriate. Create Goods Receipts in Click n Buy system in order to process all incoming invoices and track status of same. Field vendor queries of payment requests, research same in SAP/Finance, and communicate status to vendor and Legal Executive Assistant and quickly resolve. Assist Legal Executive Assistant with frequent tracking of budget for General Counsel's review. Enter local and travel expense reports for Legal Department through online system, Concur, in a timely and accurate manner. Assist with travel arrangement using online booking system, Concur, and with the assistance of our onsite travel dept., BCD Travel. Assist in calendaring travel details and preparing itineraries. Assist with creating, updating, and finalizing reports, presentations, and charts for the Legal Department; routine copying, scanning; mail distribution- 30%. Assist with creating indices and binders periodically. Assist with scanning, photocopy, and daily mail distribution. Assist with IT, Facilities, Security requests from Legal Department; assist with monthly catering requests for Legal Department. Serve as point person for Legal Department to receive IT-related requests and report and resolve same with IT department (computer, phone, cell phone, VPN, printer issues, visitor's temporary wifi access requests, etc). Serve as point person for Legal Department to receive Facilities related request and report and resolve same with Facilities department (visitors' offices requests, office heating/cooling issues, etc.). Schedule conference rooms on behalf of Legal Department using Outlook booking tool and circulation Outlook meeting invites with meeting details, including video conference details /dial-in details on behalf of Legal Department. Coordinate visitors' requests with Security. Request catering for monthly Legal & Compliance meeting and assist Legal Executive Assistant with the set up/break down of the meeting.
Qualification and Experience
The candidate should have high School diploma; Bachelor's degree is preferred. Should have 5+ years of experience as an administrative assistant. Legal secretarial / paralegal experience is a plus. Proficiency with MS Office (Word, Excel, PowerPoint; Outlook) and ability to learn new technologies with guidance is essential. Should be proficient in Airbus internal procurement, finance and HR systems (Click N Buy, SAP, PULSE, HUB) with proper training. Using Microsoft Suite, assist with creating, updating, redlining (track-changes/comparison docs.) agreement, finalizing various reports, presentation and charts for the Legal Department is essential. Should have strong verbal and written communication skill and the ability to competently represent the Legal and Compliance Department with internal customers, senior executives and staff.
Deadline: 16 March, 2018
Company infoHiring Coordinator