Executive Assistant and Project Coordinator

About the role

Reporting to the Legal Operations and Administration – Office of the General Counsel. In this challenging and dynamic role, you will have the opportunity to support legal executives in the Legal Department who manage the day-to-day legal needs (across multiple U.S. based locations) of the firm’s life and retirement savings businesses.

• Time/Calendar Management:
  Maintain schedules and calendars by planning and scheduling meetings and teleconferences in Outlook, including revising, finalizing and distributing meeting materials, confirming logistics and reminding busy executives
• Calendar management is required across domestic and international times zones and locations
• Travel Arrangements:
  Make travel arrangements including transportation, lodging, ground transport, meals, etc., Research, plan and execute on social events for traveling executives. Anticipate and plan for needs of traveling professionals, timely process expense reimbursements and assure payment, and other related activities
• Production of Documents:
  Draft, create and/or edit correspondence, reports, Power Point presentations, Excel spreadsheets and various documents requiring advanced Microsoft Office capabilities, including redlining. Advanced Microsoft application skills required
• Office Management:
  Answer phones, handle traditional and electronic mail, stock, monitor and order supplies, check requests, printing, scanning, and facsimile requests. Develop relationship with office management and others across the organization to ensure workspace is in top function and condition, Research, plan and execute department social events including periodic celebrations of milestones, holidays and other events
• Budget Management:
  Support annual budget cycle including gathering data across large teams and populating budget tool. In the normal course, produce budget reports, monitor expenses and accruals
• Client Service:
  Respond to inquiries from clients, vendors, internal and outside lawyers, professional organizations, and regulators
• Records Management:
  Maintain department files and other records using the filing and matter management databases
• Organizational Agility:
  Develop proficiency at navigating the organization by learning and mastering internal systems, protocols and culture
• Promote a collaborative and positive work environment. Present professionally and optimistically each day

• Experience in a large high-volume corporate environment or law firm
• High detail orientation with the ability to succeed in a fast-paced and demanding environment while managing to shift deadlines and priorities with grace and calm
• Excellent verbal and written communication skills and ability to interact with all levels of staff and management
• Ability to work independently, take initiative and anticipates needs, while also working effectively as part of a team
• Strong capability to carry out tasks with a high level of ownership and accountability, judgment and follow through
• Ability to adapt to different personalities and styles.
• Discretion and integrity
• Highly proficient in Microsoft Office applications:
  Outlook, Word, Excel, PowerPoint and Adobe PDF