Administrative

• Manage calendars and ensure that all activities and markers are up to date
• Arrange meetings, conferences, and other internal and external activities; book conference rooms and venues; and coordinate with all parties involved
• Plan and prepare all travel-related needs (i.e., flights / trains, hotels, cars, itinerary, etc.)
• Plan and organize workflow to comply with established time constraints in order to meet deadlines
• Create and maintain contact information and email distribution lists
• Liaise with business support groups for and on behalf of the stakeholder allocations
• Carry out assigned projects effectively and in a timely basis
• Assist in expense management
• Manage any other duties as reasonably requested by all stakeholder allocations and service leadership teams

Communication

• Handle phone calls for and on behalf of the allocation, responding as appropriate and/or ensuring that all messages are passed on in a timely manner
• Draft or revise routine letters, memos, reports, e-mails, etc., in proper Company style and format; proofread and edit content and correspondences to correct grammar, spelling and punctuation; produce and transcribe dictation
• Assist with projects and logistics arrangements that are being led by the allocations through internal / external coordination with various groups
• Plan and organize workflow to comply with established time constraints per request / allocation, to ensure to meet deadlines
• Prioritize, manage multiple assignments, and communicate the status and progress of assignments in a timely manner
• Use effective systems to ensure that both short and long term tasks are completed within the required timelines

Relationship Management

• Use good judgment at all times; ask follow up questions if instructions are unclear, efficiently communicate feedback, concerns, issues, and workarounds
• Show excellent attention to detail and have a thorough knowledge of department and Firm procedures and resources, and uphold and utilize these
• Ensure all restricted information, matters, issues, and personal effects of all allocations are treated with utmost confidentiality
• Foster good relationships with other members of the team and across the Firm

Qualifications

• A Bachelor’s or Associate degree is necessary. Post-baccalaureate diploma and/or a master’s degree is advantageous, but not required.
• At least one year of relevant work experience as a Remote / Executive / Administrative Assistant with an exposure to a large international law firm or an equivalent organization.

Essential Job Requirements

• Excellent written and oral communication skills
• Intermediate knowledge of Microsoft Word, Outlook, Excel, PowerPoint
• Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
• Trustworthy in managing and handling confidential matters and information
• Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
• Is able to remain calm under pressure and work with tight deadlines
• Detail and solutions oriented with a strong sense of urgency to pro-actively solve challenges
• Excellent organization and coordination skills; comfortable managing priorities from multiple parties
• Excellent telephone manner and competent knowledge of telephone system
• Strong scheduling management and consistent follow through capabilities
• Proactive team player
• Knowledge of Microsoft Visio and SharePoint is an advantage
• Legal background is an advantage

Please refer to job description.