Administrative Assistant II; Legal & Finance

Basic Job Functions

Directly responsible for a variety of administrative functions including but not limited to meeting schedules, travel coordination, document control and other support functions such as composing memos, transcribing notes, research, creating presentations and supporting external and internal meetings and events. Will have a significant role in coordinating and managing legal invoice administration. May assist with compiling financial reports, preparing expense reports, and handling multiple projects.

• High School Diploma or GED required.
• College degree in Finance/business a plus.
• 3 to 5 years of experience in a related position required.
• Rely on experience and judgment to plan and accomplish goals.
• Requires familiarity with a variety of corporate level concepts, practices, and procedures.
• Exposure to or experience with a high energy, fast‑paced environment.
• Familiarity with corporate business cycle or experience supporting a Finance team or organization a plus.

• Ability to interact with others effectively within the corporate environment.
• Ability to take direction, proactively identify problems, develop solutions, conduct analysis independently and in collaboration with others.
• Ability to work independently, manage multiple tasks and projects.
• Ability to make decisions and execute effectively.
• Ability to work within a team environment and provide back‑up support to other assistants as needed.
• Maturity to handle confidential issues and communicate effectively with team members and senior executives.
• Ability to anticipate, change and react efficiently and expeditiously.
• Will have knowledge of confidential business and personal information. Discretion and confidentiality are critical.
• Systematic approach in carrying out assignments including appropriate follow‑up.
• Build and maintain strong working relationships with key internal and external business partners.
• Ability to analyze process and procedures with eye toward continuous improvement.

• Approve and process Finance VP invoices.
• Make various Pcard purchases for department; perform monthly reconciliations.
• Assist in Visa documentation and submissions for company travel.
• Maintain SharePoint site on POWER.
• Proof and format reports and documents as needed.
• Support new associates by answering questions, ordering business cards, office supplies, etc.
• Support staff by creating or maintaining schedules and reports as well as travel and meeting/live meeting coordination.
• Place, receive, and screen calls and receive outside guests in a professional manner.
• Assist in the processing and submittal of purchase requisitions.
• Assist staff in developing and finalizing up to advanced level presentations and posters for internal and/or external use.
• Lead as needed with staff meetings, team building events, various trainings, seminars and events which includes organizing and coordinating logistics, room set up, food ordering, taking minutes/notes and AV support.
• Serve as a liaison between cross‑functional teams, project directors, project team members, accounting, other administrative staff, clients, subcontractors, and consultants.
• Provide support to associate requests as needed.
• Maintain filing systems and record retention (electronic and hard files).
• Assist in coordination of time‑sensitive and critical document preparation and signature facilitation.
• Process and submit expenses reports and invoices for Finance VPs.
• Assist with special projects as needed.
• Assist in support of quarterly financial events including event coordination and external meetings and note‑taking.
• All other as assigned.
• Job description subject to change at any time.

• Reports to Chief Financial Officer and General Counsel.
• This position will not have direct reports.

• 0%‑10% travel required.

• $23.50 - $33.00

All positions in our office require interaction with people and technology while either standing or sitting. To best service our customers, internal and external, all associates must be able to communicate face‑to‑face and on the phone with or without…