Administrative Assistant

Role: Legal Admin Assistant 

Location: Springfield, MA 01111

Duration: 15 Months

Job Summary:

• Minimum Degree Required: Associate's Degree (Community College, MBO)
•  
• Provide administrative support to Law Department staff. Maintain calendar activity, make travel arrangements and schedule appointments/meetings.  Complete expense reconciliation reports.  Address mail and may respond to routine requests or forward mail to others in company more appropriate to take action.  Provide back up to other administrative support professionals within department as needed. 

Role Characteristics:

• ·       Performs a variety of duties requiring administrative skills
• ·       Follows general instructions or procedures
• ·       Limited authority to make decisions that go beyond established expectations and guidelines
• ·       Applies knowledge to handle many problems independently but seeks guidance in highly complex situations
• ·       Demonstrates and applies proficiency in PC skills
• ·       Typically, has at least 3-5 yrs of related experience

High Level Job Responsibilities:

• ·       Calendar management: set up meetings
• ·       Prepare and submit expenses
• ·       Plan and schedule travel arrangements and submit associates travel expense reporting requirements
• ·       Compose and maintain documents, presentations and routine reports with input from manager
• ·       Respond to inquiries (both written and verbal) as needed
• ·       Able to prioritize work
• ·       Provide back up to other administrative support professionals within department as needed

Skills:    

• Competencies

• Technology Skill
• Definition - Ability to understand and apply technology
• Demonstrates proficiency in word processing, calendar management, Microsoft Office applications, document creation, and MassMutual applications and equipment
   

Adaptability:

• Definition - Respond resourcefully, flexibly and positively when faced with new challenges and demands.
• ·       Open to change as part of continuous improvement
• ·       Learns from mistakes and identifies improvement opportunities
• ·       Actively seeks information in face of ambiguity

Customer Focus:

• Definition - Anticipate customers’ needs to exceed their expectations.
• ·       Addresses customer needs by involving the right resources if needed
• ·       Asks questions to accurately identify customer needs
• ·       Seeks feedback from customers and shares with the team

Communication:

• Definition - Demonstrate effective communications skills; tailor communication to audience and situation.
• ·       Provides appropriate level of detail during huddles and problem solving meetings
• ·       Listens actively and seeks clarifications to check for understanding
• ·       Keeps updated with all team and employee communications

Execution:

• Definition - Hold self and others accountable for following through the process to achieve business results.
• ·       Surfaces problems and issues with speed and accuracy
• ·       Asks questions to clarify assignments and priorities
• ·       Prioritizes activities in order to meet customer needs effectively

Improvement & Innovation:

• Definition - Continually seek to improve how we work.
• ·       Uses standard work to identify opportunities for continuous improvement
• ·       Suggests improvements to existing processes to support the customer effectively
• ·       Supports improvement initiatives and is open to new ideas

Judgment-Decision Making:

• Definition - Take accountability to make informed and timely decisions.
• ·       Uses existing rules, procedures and standard work to guide actions
• ·       Addresses issues in a timely manner and escalates them as necessary
• ·       Considers the impact or consequence of actions and decisions
•  

Problem Solving:

• Definition - Look for problems as an opportunity for improvement.
• ·       Actively participates in team problem solving discussions
• ·       Shares data and information to understand the root cause of problem
• ·       Surfaces problems actively as improvement opportunities

Self-Development:

• Definition - Manage own development; create and implement meaningful development plans.
• ·       Creates a development plan with guidance from manager
• ·       Accepts feedback without becoming defensive
• ·       Focuses on continuous development of technical skills critical to the role

Teamwork:

• Definition - Help each other succeed as a team.
• ·       Support accomplishment of team goals
• ·       Shares information, experience and skills with other team members
• ·       Helps and supports new and inexperienced employees