Administrative Assistant, Lead

Remote Work: No

Provides administrative and clerical support typically to Vice Presidents. This involves arranging complex travel itineraries, scheduling meetings using various types of media, collecting data from a wide variety of sources and preparing reports involving judgment and analysis, and maintaining a high level of confidentiality.

• General Administration

– Coordinates meetings by managing complex calendars and potential conflicts

– Arranges and coordinates complex travel reservations and itineraries

– Responsible for meeting planning and logistics, including conference facilities, video-conferencing, equipment, refreshments and interfacing with 3rd party vendors

– Assembles materials for meetings

– Collects data from a variety of sources and prepares a variety of reports involving judgment and analysis

– Assisting with the processing of claims and expenses

• Regional & Global Billing

– Manages legal billing and accrual processes, including management of outside counsel and legal vendor billing activities and management of electronic billing system;

– Assists in setting up, coordinating and processing invoices from outside counsel in APAC as well as in other regions for example, North America;

• Budgeting

– Assists in tracking outside legal counsel spend in the region;

Key Requirements & Attributes

– Flexibility in attending evening conference calls (typically around once a fortnight) and working with overseas colleagues

– Preference for experience working within a legal practice or supporting senior attorneys in practice

– Maintains high level of confidentiality

– Identifies areas for improvement and recognizes, initiates and implements improvements of work processes

– Displays considerable judgment, initiative and political sensitivity

• HS diploma or GED required. Associates Degree or above preferred
• 4+ years of Administrative or Service-related experience
• Intermediate to Advanced computer skills required; working with multiple software packages including word processing, spreadsheet, database and graphic/presentation packages
• Advanced work experience with memos, letters, reports with tables, tabulations, merge document work, creation of spreadsheets with formulas, creation of presentations and graphics