Legal Operations Administrative Assistant

Milwaukee, WI

$26–$30 Per Hour
Instant Apply

10 days ago

Job Description

Our Client, a Building Technology and Software Services company, is looking for a Legal Operations Administrative Assistant for their Milwaukee ,WI location.

Responsibilities:

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
Finance/AP
Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams
Support as needed with collection of spend reports and various billing metrics
Provide support for signature processing and assist with state bar licensing requirements, as needed
Assist with reporting/tracking key KPIs for the department
Maintain teams’ [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

Requirements:

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 your expertise
Consistently looking for ways to improve/enhance processes, find efficiencies, think outside the box
Showing flexibility as workloads fluctuate – willingness to provide backup coverage to others when needed, reaching out to team(s) or Legal Operations for additional work/projects.
Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care.
Well organized; consistently completes projects on-time with great attention to detail.
Ability to prioritize well and work efficiently
Being eager to learn new things and applying knowledge to improve/simplify processes; the ‘extra mile’
Striving to gain strong institutional knowledge about department and company processes
Ability to successfully support team members with minimal assistance, ability to train new team members.
Demonstrating cost-conscious behaviors
Ability to independently and successfully resolve payment-related inquiries with AP.
Clear understanding of company code/cost center structure; Clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.); Clear understanding of monthly budgeting process – forecasts, accruals, quarterly target-setting.
Bachelor’s degree preferred and minimum of four 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
Critical thinking skills and demonstrate problem solving capabilities
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
Attention to detail and ensures accuracy in work performed
Proven ability to handle sensitive and confidential information ethically and responsibly

Why Should You Apply?

Excellent growth and advancement opportunitiesOur Client, a Building Technology and Software Services company, is looking for a Legal Operations Administrative Assistant for their Milwaukee ,WI location.

Responsibilities:

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
Finance/AP
Handle POs, check requests, wire requests, vendor setups, etc. for assigned teams
Support as needed with collection of spend reports and various billing metrics
Provide support for signature processing and assist with state bar licensing requirements, as needed
Assist with reporting/tracking key KPIs for the department
Maintain teams’ [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

Requirements:

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 your expertise
Consistently looking for ways to improve/enhance processes, find efficiencies, think outside the box
Showing flexibility as workloads fluctuate – willingness to provide backup coverage to others when needed, reaching out to team(s) or Legal Operations for additional work/projects.
Demonstrating a high level of professionalism and handling sensitive/confidential information with appropriate care.
Well organized; consistently completes projects on-time with great attention to detail.
Ability to prioritize well and work efficiently
Being eager to learn new things and applying knowledge to improve/simplify processes; the ‘extra mile’
Striving to gain strong institutional knowledge about department and company processes
Ability to successfully support team members with minimal assistance, ability to train new team members.
Demonstrating cost-conscious behaviors
Ability to independently and successfully resolve payment-related inquiries with AP.
Clear understanding of company code/cost center structure; Clear understanding of AP processes and deadlines (month-end, urgent payment process, etc.); Clear understanding of monthly budgeting process – forecasts, accruals, quarterly target-setting.
Bachelor’s degree preferred and minimum of four 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
Critical thinking skills and demonstrate problem solving capabilities
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
Attention to detail and ensures accuracy in work performed
Proven ability to handle sensitive and confidential information ethically and responsibly

Why Should You Apply?

Excellent growth and advancement opportunitiesWhy Should You Apply?

Numbers & Facts

Location	Milwaukee, WI
Salary	$26–$30 Per Hour

Skills

Accounts Payableunmatched
Accrual-Basis Accountingunmatched
Administrative Skillsunmatched
Audiovisualunmatched
Billingunmatched
Budgetingunmatched
Calendar Managementunmatched
Catering Servicesunmatched
Check Processingunmatched
Communication Skillsunmatched
Desktop PCunmatched
Detail Orientedunmatched
Establish Prioritiesunmatched
Event Managementunmatched
Executive Assistant Skills unmatched
Expense Reportsunmatched
Fax Machinesunmatched
Financeunmatched
Forecastingunmatched
Health Planunmatched
High Tech Industryunmatched
Legalunmatched
Legal Support Skillsunmatched
Licensingunmatched
Logisticsunmatched
Metricsunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft PowerPointunmatched
Microsoft SharePointunmatched
Microsoft Wordunmatched
Multitaskingunmatched
Organizational Skillsunmatched
Performance Metricsunmatched
Plan Meetingsunmatched
Presentation/Verbal Skillsunmatched
Problem Solving Skillsunmatched
Process Improvementunmatched
Time Managementunmatched
Training/Teachingunmatched
Travel Planningunmatched

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