Job Description

Under limited supervision, use skills obtained through experience and training to provide a wide variety of administrative services to a manager or group of managers and associates within the Corporate Transactions and Privacy Legal Department teams (“assigned functional areas”). Follows established procedures to perform routine tasks and receives general guidance and direction to perform a variety of non-routine tasks with limited decision making responsibility. Some judgment is required to adapt procedures, processes and techniques to apply to more complex assignments. Routine contact with internal and external customers is required to obtain, clarify or provide facts and information. Responsibilities include coordinating and performing a range of administrative activities for assigned functional areas; opening matter files and entering data into a matter or contract management system; organizing, summarizing and indexing documents from various sources; acting as a liaison with other functional areas and external stakeholders to resolve matters; providing administrative support including answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries; arranging for execution and delivery of documents, including through DocuSign; preparing document comparisons and performing expert level document formatting; composing and editing documents, reports, correspondence and/or memoranda from verbal or written direction or from knowledge of established policies; preparing, transcribing, composing, editing, and distributing agendas and minutes of meetings; scheduling and coordinating meetings, events, interviews, appointments and/or other similar activities, including coordinating travel and lodging arrangements and maintaining the relevant calendars; submitting internal expense reimbursement requests and processing external invoices for payment, including solving expense related issues; establishing, maintaining and updating files, databases, records and/or other documents; developing and maintaining data and performing routine analyses and calculations involved in preparing recurring internal reports; sorting, screening, reviewing and distributing incoming and outgoing physical mailings and preparing and or assisting in the preparation of timely responses to a variety of written inquiries and requests; requisitioning supplies, printing, maintenance, and other services; maintaining currency in modern office management methods and techniques; operating standard office equipment and using required software applications; performing other duties and responsibilities as assigned. Knowledge required includes intermediate level concepts, principles and practices of providing administrative support and fundamental investment concepts, terminology, products, practices and procedures used in the financial services industry. Skills include performing a range of diverse administrative activities for multiple or large groups of associates, answering telephones, assisting visitors, processing invoices, preparing, transcribing, composing, typing, editing and formatting correspondence, agendas and minutes and other documents, performing document comparisons, scheduling and coordinating meetings, events, interviews, appointments, and travel arrangements, and maintaining calendars and schedules, monitoring legal expenses for matters, preparing reports and performing routine analyses and calculations for reports, gathering and analyzing basic information, establishing and maintaining files, databases, and other records, including data management systems, sorting, screening and distributing physical mail, operating standard office equipment and using required software. Ability to read, comprehend and apply business related information, analyze and solve problems, attend to detail while maintaining a big picture orientation, organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment, communicate effectively both orally and in writing, work collaboratively within a team environment, provide a high level of customer service, and establish and maintain effective working relationships. Education/Previous Experience: High School diploma with a minimum of one (1) years of general administrative support experience required or any equivalent combination of experience, education and/or training approved by Human Resources.

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