Legal, Administrative Assistant - Dallas, Texas

Legal is seeking a highly motivated Administrative Assistant. This role is to support teams consisting of Managing Directors, VPs, and Associates. Previous experience in supporting senior executives and managing complex calendars is a must as well as the ability to work well under pressure in a busy and dynamic environment

JOB SUMMARY & RESPONSIBILITIES

• General administrative support (covering phones, maintaining files, distributing mail, scheduling meetings, coordinating travel arrangements, etc.)
• Provides administrative support in a complex team environment to a group of VPs and Managing Directors
• Coordinate senior-level internal/external meetings and conference calls for the team
• Maintain detailed calendars and related logistics for the team
• Handle a high volume of phone calls and interact with senior level business leaders in a professional and effective manner
• Prepare and process travel and expense reports in a timely manner
• Create slide decks and various reports related to the operation of our Legal teams in Dallas and Richardson
• Perform other tasks, including but not limited to, preparing correspondence and other communications, file organization, archiving
• Handle several legal-specific administrative duties, including but not limited to, legal engagements, legal matter creation, and outside counsel invoices
• Assist attorneys with the creation of recurring legal documents and contracts
• Assist our COO team members as it pertains to various divisional programs and initiatives, such as our summer intern program, our committees and our social networking events
• Maintain understanding of firm policies and learn how to use key tools and applications (e.g., expense, document management and vendor management systems)
• Arranging internal and client meetings - booking of conference rooms, registering guests, ensuring materials organized
• Create documents (i.e., PowerPoint presentations, Excel spreadsheets, etc.)
• Acting as the main point of contact for administrative queries for the department
• Assist with catering requests as needed to support internal and external meetings for the department

NECESSARY QUALIFICATIONS:

• Minimum 2+ years' experience as an Administrative Assistant in a law firm, accounting firm, consulting firm, banking or corporate environment
• Excellent interpersonal and communication skills
• Organized, efficient, detail-oriented, and highly motivated
• Ability to solve problems quickly and efficiently
• Knowledge of general business, corporate and government cultures
• Ability to handle highly sensitive, confidential and non-routine information
• Comfortable working with people at all organizational levels
• Maintains a positive attitude and has the ability to prioritize and remain flexible as priorities change
• Must have excellent judgment; be an independent thinker and resourceful
• Team player with a positive attitude
• Highest degree of integrity, professionalism, diplomacy and discretion required
• Strong proficiency in MS Word, Excel, PowerPoint and Outlook

SKILLS / EXPERIENCE

• Previous experience in a relevant role, i.e. as an assistant supporting at senior management/managing director level, preferably within the financial services or legal industry
• Extensive working knowledge of Microsoft Office including Outlook and PowerPoint and Excel skills
• Team player with a positive attitude
• Ability to communicate clearly, concisely and confidently
• Strong attention to detail
• Strong organizational skills
• Proactivity - ability to take initiative, follow up where necessary without prompting and seek clarification when needed
• Discretion - ability to handle sensitive matters confidentially at all time