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Years of Experience
Date Last Verified
Paralegal / Executive Assistant The candidate handles day-to-day administrative responsibilities including, but not limited to: scheduling internal and external meetings, maintaining complex calendars and travel plans (domestic and international), obtains travel Visa’s when necessary. Placing and receiving phone calls; sending and receiving email and written correspondence, sending faxes, photocopying and scanning of correspondence and documents. Processing expense reports, maintaining paper and computer files, editing and compiling PowerPoint presentations and compiling data for weekly/monthly dashboards. Assist with project management of regular functional activities and interact with various levels of management both inside and outside the company to gather and prepare information relative to the manager’s functions/responsibilities. Responsible for supporting the legal department and interacts with internal and external stakeholders. Support legal and executive teams in a fast paced, multi-dimensional in house practice area. Perform professional level administrative tasks that are sensitive in nature, requiring independent judgment, initiative and tact. Manage and prepare presentations for internal and external audiences, under general direction (does not typically facilitate presentations). Organize and maintain necessary confidential files and records for department as required. Assist legal and executives in the administrative management and tracking of on-going matters, including matter status updating and coordination with internal and external counsel. Manage legal accruals, forecasts, outside counsel billings and status reports. Schedule and organize internal and external meetings and conferences (i.e., schedule attendees, conference rooms, placing catering orders and clean-up services). Coordinate and manage offsite and onsite meeting logistics (international and domestic). Liaise with other Executive Administrative Assistants to coordinate meeting and complex travel logistics: air, ground transportation, meeting preparation, agenda preparation and dinner arrangements, etc. Coordinate conference calls with internal and external customers and business partners. Work independently with only general guidance on a variety of special projects. Heavy calendar management utilizing MS Outlook to schedule and organize meetings and conferences; must be flexible with last minute schedule changes and urgent meeting requests. Process and reconcile travel and expense reports for reimbursement using the Concur Expense management system. Arrange domestic and international travel; process visas and passport renewals as needed. Complies with all company policies and standards.
Qualification and Experience
The candidate must have Associates degree or equivalent. College degree is preferred. Should have 8+ years of experience and 3 years as Legal Administrative Assistant. Pharmaceutical industry experience is desired. Microsoft Office 2010 (PowerPoint, Excel, and Word) is must. SharePoint and Visio is a plus.
Job ID: 2018-2107
Company infoHiring Coordinator