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Years of Experience
Date Last Verified
Executive Legal Assistant and Office Manager Duties: Screen calls, relay messages and respond to inquiries that do not require the Executiveâ€™s involvement; read mail and email and correspondence and highlight actionable items, responding when possible on behalf of the Executive. Act on behalf of the Executive; understand when to interrupt, when to give authorization, relieve Executive of routine administrative details as he desires. Act as a liaison between Executive and internal resources by furnishing and requesting information as needed. Process highly confidential and specialized information, including strategic organizational issues organize and expedite business group information flow in coordination with leadership team and GCâ€™s office. Participate as an essential business group team member and project coordinator in the oversight and execution of administrative and general business activities; demonstrate an in-depth understanding of business group processes and roles within the organization; organize and expedite business group information flow to leadership team; identify, evaluate and make recommendations to improve processes. Maintain contacts for the Executive and departmental-specific databases. Shipping, copying, faxing and mail processing. Work with the companyâ€™s operations team to manage office supplies. Onboarding support for new hires joining the team; work with the companyâ€™s operations team; provide new hire data, coordinate logistics and serve as a resource. Work with Legal Team to prepare meeting agendas and record detailed meeting notes, distribute and file. Serve as a Notary Public for the department. Research and procure product, as requested. Manage, organize, open, close and maintain paper and electronic files for various legal matters. Input and coordinate documents in the contract management system; manage departmental folders and adhere to Legal Department document management guidelines and processes. Archiving and retrieving records from storage and generating active/closed file reports as well as assisting clients. Coordinate logistics for contract execution, drafting and typing correspondence, contracts and other documents. Review and edit drafts and finished documents and emails for appropriate grammatical usage. Create and maintain org charts, specific employee lists, as well as department email distribution lists. Interpret needs to produce effective presentations; create high-quality graphic and text presentations often under tight time frames. Legal Tracker (legal e-billing system) run and analyze reports to confirm invoices are accurate and are being processed in a timely manner and hitting the correct matter, project code and cost center. Support attorneys with CLE tracking, registration of trainings, reporting and payment of Bar membership dues. Prepare and deliver departmental-specific reporting as needed. Vendor set up, invoice coding and PO management. Understand the operational finance guidelines and work with Accounting and Global Operations to ensure timely payment and processing of vendor invoices and follow-up on questions. Budget management: understand the budget for the Converse Legal department; assist the Executive with the reporting and tracking of budget; provide similar budgetary assistance to the Executiveâ€™s direct reports, as needed. Process expense reports in an accurate and timely manner and resolve issues as needed. Law Firm Budget /threshold management work closely with the outside law firms on matter. Budget management and invoice processing. 5. LEGAL SPECIFIC. Serve as a liaison between outside counsel and internal lawyers. Partner with appropriate legal assistant to complete departmental-specific legal tasks as needed. Conduct preliminary legal research as necessary, including review of existing files and documents. Utilizing legal templates, insert the standard information necessary for various routine agreements, such as nondisclosure agreements and services agreements. Manage digital and hard copy records systems and processes. Draft and type correspondence, proofread and edit. Creation of work flows for communications as related to the Legal Department. Manage the departmentâ€™s contract management process and partner with the companyâ€™s records management team. Process management and communications on behalf of your Executive. Serve as a central point of contact for general practice information and respond tactfully and promptly to inquiries and problems. Extensive Outlook calendar management and scheduling. Support Executive with inbox management and communications; provide responses on behalf of the Executive when appropriate. Work with company travel department to coordinate complex domestic and international travel, visaâ€™s, passports. Deadline management for matters, operational reports (CFE, QBR, OTP, CSR) and departmental reporting. Arrange and coordinate complex team meetings, offsites, venues, vendor management, presenters, room setup, prepare materials and requisition necessary audio/visual equipment.
Qualification and Experience
Qualifications: College degree a plus. 3-5 years of progressively responsible experience in an administrative support capacity for executives / high level Directors. Experience with document management systems a plus. Previous work experience a plus. Serengeti experience. Previous experience working for a multi-national corporation, law firm or business enterprise. Previous experience handling sensitive and highly confidential material. Previous experience working in a law firm or a corporate legal department. Ability to work flexible hours is preferred to adapt to the business needs. Advanced level proficiency with Microsoft Word, Excel, Access, Outlook and PowerPoint software programs. Strong math, word processing, and written and verbal communication skills. Great combination of analytical skills, creativity, work ethic and sense of humor. Ability to exercise a high degree of professionalism and judgment as position interacts with upper level management and able to provide indirect team leadership. Ability to maintain confidentiality of sensitive information and use discretion in dissemination of information. Must be able to work independently as well as thrive in a dynamic team environment. Strong desire to bring best practices to the team, share your knowledge and expertise and enable your team membersâ€™ mutual success as the organization continues to grow.. Must possess excellent interpersonal and communication skills (written and verbal). Advanced ability to network and utilize internal and external resources. Must develop and maintain strong working relationships within Converse and Nike to help facilitate Executiveâ€™s responsibilities. Must have a daring spirit and passion for the Converse Brand. Ability to manage multiple tasks at one time and prioritize and carry out responsibilities independently in a fast-paced work environment. Demonstrated diligence, attention-to-detail and follow-through skills. Organization and strong analytical skills. Professionalism, maturity, poise and commonsense. Flexibility - must be able to move from one task to another quickly, deal with interruptions and prioritize work as needed . Ability to become a trusted resource and advisor to the Executive. Professionalism, maturity and poise. Constant forward balancing of outcomes, big picture assessment and ability to bring order to the chaos and constantly changing scenarios. Professional presence; anticipate the Executiveâ€™s and teamâ€™s needs and interact with multiple diverse internal and external stakeholders. Must be proactive and take initiative in seeing tasks to completion. Superior organizational skills. Ability to quickly grasp new concepts and to think strategically. Self-starter with ability to work in an unstructured and changing environment. Enjoys taking on the mentor/go to role. Be a team player and available to cover other team members as needed.
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