Administrative Assistant managing legal documents and processes for a consumer and banking law firm. Engaging in various administrative tasks and ensuring compliance with legal ethics.
About the role
- Administrative Assistant coordinating schedules and communication for executives at Ford. Managing calendars, travel, and meetings in a dynamic work environment.
Responsibilities
- Identifies the preferred method of support for the executive and appropriately accommodates their working style. Partners with the executive to help them be efficient and effective with their time, consistently maintaining strong communication.
- Manages the executive’s calendar and correspondence; resolves scheduling conflicts in a timely manner and keeps the executive informed of changes and updates.
- Maintains, organizes, and archives Outlook calendar, communications, and folders as appropriate, keeping the executive well-organized and aligned to Company records and retention schedules.
- Sorts, screens, and distributes incoming and outgoing mail for the executive. Highlights information of interest and/or curate reading material.
- Participates as an adjunct member of the executive leadership team, including attending select meetings, taking notes, tracking assignments, and following up on assigned action items.
- Willingness and flexibility to support across all North America and European time zones
- Optimizes travel arrangements (e.g., transportation, accommodations, agenda, visa/passports) based on the executive’s travel needs and preferences. Manages complex itineraries, including any changes. Completes related expense reports.
- Assists the executive with preparing for meetings, including preparing materials, obtaining materials in advance, distributing materials, and keeping the executive on schedule. Obtains appropriate support for virtual attendees as well as various media needs and other logistics.
- Assists with coordinating and managing meetings and events such as staff meetings, all-hands meetings, off-sites, team gatherings, etc., overseeing calendars, communication, technology, office space, logistics, and related follow-up activities.
- Prepares, updates, and organizes information for inclusion in reports, correspondence, presentations, budgets, etc. Edits documents for accuracy, format, and arrangement of material.
- Coordinates employee skip-level meetings and other interactions between executives and employees when appropriate.
- Assists with special projects as needed.
- Works well with remote employees in different time zones and countries, acknowledging the need for flexibility in scheduling.
- Highly adaptable to the fast-paced work environment.
- Ability to manage multiple projects at once and not easily feel overwhelmed.
- A problem solver who anticipates the needs of the executive and team.
- Handle correspondence, reports, and presentations, and may be responsible for maintaining databases and tracking project progress.
- Work closely with stakeholders and team members to ensure that project goals are met on time
Requirements
- Bachelor's degree or equivalent preferred
- 3+ years of experience as an executive assistant or project manager
- 3+ years of Microsoft software experience (e.g., Outlook, SharePoint, OneDrive, PowerPoint, Word, Excel, and other related programs)
- Excellent writing, editing, and proofreading skills
- Learns new software systems and products/cloud tools with ease
- Responsive, self-starter; takes initiative in resolving issues or concerns
- Detail-oriented, organized, and excellent time management skills
- Displays a high degree of integrity and maintains confidentiality of sensitive information
- Works well independently with minimal supervision
- Ability to work collegially and collaboratively within a team environment in an open-concept office area
- Comfortable interacting with all levels of the organization, from executive leadership to individual contributors
- Ability to plan, prioritize, and support multiple assignments simultaneously
Benefits
- Immediate medical, dental, vision and prescription drug coverage
- Flexible family care days, paid parental leave, new parent ramp-up programs, subsidized back-up child care and more
- Family building benefits including adoption and surrogacy expense reimbursement, fertility treatments, and more
- Vehicle discount program for employees and family members and management leases
- Tuition assistance
- Established and active employee resource groups
- Paid time off for individual and team community service
- A generous schedule of paid holidays, including the week between Christmas and New Year’s Day
- Paid time off and the option to purchase additional vacation time.
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Tech skills
Location requirements
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