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Executive Assistant - Legal

Location : Chicago, IL
Job Type : Direct
Hours : Full Time
Travel : No
Relocation : No

Job Description :

Essential Duties and Responsibilities:

  • Manage busy, and active calendars, contacts, and schedules for the Vice President and, when necessary, the Paralegal; identify and resolve conflicts quickly; ensure that back-to-back meetings are minimized to the extent possible; that calendar contact information is accurate and up-to-date; and that meeting and task reminders are provided as requested; responsible for greeting visitors, setting up meetings, arranging catering for business and office meetings

  • Manage travel arrangements for the Vice President, including flights, ground transportation, and accommodations; generate maps/driving and walking directions for destination; and prepare itineraries, schedules, and expense reports

  • Evaluate, set, and confirm all appointments, and routinely engage in oral and written communications with senior personnel in and outside the Foundation

  • Work closely with the Paralegal in supporting the work of the OGC

  • Assist with organizing the office for efficiency; prepare meeting folders and work with others to compile preparatory materials for meetings

  • Compile/maintain accurate and current electronic contact data for courier and other express mailing distributions

  • Type, edit, transcribe and proofread correspondence, assist with proof reading meeting minutes, agreements, corporate certificates, court papers, policies, memoranda, and Board and Committee materials for the Board of Directors; review for content, accuracy, and completeness

  • Assist with the handling of sensitive materials and data

  • Schedule, plan for, coordinate and set up department-wide meetings; handle pre- and post-meeting distributions

  • Monitor department deadlines and ensure “to-do” and “follow-up” items are addressed in a timely fashion; assist with preparation of annual internal and external filings

  • Assist with maintaining investment tracking/closing worksheet and assist with the preparation of subscription materials and correspondence

  • Facilitate and manage the timely entry and payment of department invoices, including outside-counsel expenses and bills; coordinate with third parties to ensure that all records align

  • Update/maintain electronic database for conflicts of interest and assist with preparation of monthly reports, annual summaries and annual distribution of disclosure forms

  • Arrange for acquisition/purchase of supplies for the department

  • Support other team members as needed

  • Perform other duties as assigned

Required Qualifications :

  • A bachelor's degree with at least three years supporting executive staff, or prior experience of at least six years supporting senior management; law department experience a plus

  • Strong proficiency in all Microsoft Office applications (i.e., Word, Excel, Access, PowerPoint, Visio, Project and Outlook); SharePoint; Adobe Acrobat DC; scanning software such as ShareScan; and expense reporting software such as Workday; willingness and interest in learning new technology programs

  • Well-organized, proficient, diligent and accurate in managing and executing multiple projects simultaneously; flexible working with changing priorities and unanticipated assignments

  • Excellent grammar and proofreading skills; strong attention to detail

  • Excellent interpersonal and communication skills; must interact and communicate clearly, courteously and cooperatively with diverse people at all levels

  • Discreet and able to exercise sound judgment in handling all matters

  • Diligent, self-directed in work, and punctual

  • Works effectively, efficiently and cooperatively in team environment

  • Positive attitude and inquisitive mind; interest in and enthusiasm for the Organization's work

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