Job Details

What you will do:

Does this sound like you?

• Self-starter with initiative with demonstrated ability to work independently

• Confident, clear communicator with experience supporting top level executives

• Proactive, continuous improvement mindset with excellent attention to detail

• Organized: able to track tasks and prioritize appropriately

• Results-driven and looking to have an impact to the business and the leaders you support!

In this role, you will r epresent the Law & Policy Department with professionalism and highest levels of integrity, primarily supporting the Vice President, Chief Ethics & Compliance Officer and General Counsel - Global Litigation . Reporting solid line to the Director of Legal Operations, this role is responsible for managing legal administrative work, project tracking and coordination, and providing operational support as described below. You will need to possess strong attention to detail while managing multiple tasks simultaneously in a fast-paced, high-energy environment.

This position is based out of our Washington, D.C. office. You must be able to be in the office, in-person, at least three days each week. Days can be flexible and to be mutually agreed upon.

How you will do it:

Key Roles & Responsibilities include, but are not limited to:

• Meeting Coordination

  • Calendaring support for assigned team members. Scope of calendaring support to be discussed and agreed.

  • Large meeting coordination (calendaring, AV, catering, logistics). Large meetings include department-wide meetings, internal team meetings, or meetings involving outside guests where catering is required (and appropriate)

  • Event planning logistics

• Travel and Expenses

  • Handle all travel for assigned team members, including complicated travel arrangements (e.g., international or multi-city travel)

  • Process complex (i.e., multi-currency) expense reports for assigned team members

  • Passport/visa support

• Onboarding

  • Handle on-boarding process for teams’ new hires – coordinating with Legal Ops on space planning, entering new hire tickets, ensuring IT coordination and workspace set up, scheduling or providing vital training (LMS, eBilling/Matter Management, basic dept. orientation)

  • Handle groups’ temp hiring/onboarding (coordinating with Legal Operations)

• Finance/AP

  • Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams

  • Processing/reconciliation of expenses as assigned

  • Support as needed with collection of spend reports and various billing metrics

  • Additional Support as needed

• Additional support:

  • Maintain team, department-facing and company-facing website content as necessary

  • Handle incoming and outgoing FedEx, inter-office mail and faxes

  • Handle special projects as they arise (both within teams and department-wide) as assigned

  • Backup coverage for other administrative support as needed

  • Consolidating and editing presentations (including PowerPoint presentations) to senior executive management and the Board of Directors

  • Preparing and editing correspondence and reports as necessary

• High Performance includes:

  • Being well organized and consistently completing projects on time with great attention to detail

  • Taking ownership of an issue once it is brought to you – going the extra step to proactively seek out answers to problems that may fall outside of your expertise

  • The ability to prioritize well and to work efficiently

  • Showing flexibility as workloads fluctuate, including a willingness to provide backup coverage to other admins/teams when needed, and to reach out to team(s) or Legal Operations during downtimes for additional work/projects

  • A high level of professionalism, including handling sensitive/confidential information with appropriate care

  • Eagerness to learn new things and to apply knowledge to improve/simplify processes, find efficiencies, and think outside the box; eagerness to go the ‘extra mile’

  • Striving to gain strong institutional knowledge about department and company processes

  • Fluency in systems mentioned above

  • Ability to successfully support team members with minimal assistance and to train new team members

  • Being cost-conscious and able to successfully resolve payment-related inquiries with AP independently

  • Developing and maintaining a clear understanding of company code/cost center structure; a clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.); and a clear understanding of monthly budgeting process (e.g., forecasts, accruals, quarterly target-setting)

What we look for:

• Bachelor’s degree preferred and minimum of three years prior Executive administrative support or coordinator experience is required, ideally in a global work environment

• Prior experience working in a legal environment preferred

• Must have demonstrated proficiency in using a variety of office/desktop solutions, including Microsoft Office (Outlook, Excel, Word, and PowerPoint) – SharePoint is a plus

• Possesses critical thinking skills and demonstrate problem solving capabilities

• Ability to work flexible hours on occasion, as required (i.e., working before 8am, after 5pm)

• Must have effective verbal communication skills as well as confidence in communicating with all levels of the organization

• Strong organizational skills and ability to multi-task in a fast-paced environment

• Maintains attention to detail and ensures accuracy in work performed

• Proven ability to handle sensitive and confidential information ethically and responsibly

#LI - AC2

#LI - Hybrid