Administrative Assistant

Boston, MA 02116 | Contract

Post Date: 06/11/2018 Job ID: 81308 Specialty: Office Services

A top financial services company in Boston, MA is seeking Administrative Assistant to join their team. In this contract role, you will provide secretarial and administrative support to members of the US Law department. Apply today!

Responsibilities for the Administrative Assistant:
  • Print and assemble highly confidential information, including for use in reports and meetings
  • Compose letters, memoranda and other documents and handle routine correspondence as directed
  • Schedule appointments and meetings for department personnel
  • Screen mail and telephone calls, direct requests to the appropriate person and follow-up on replies
  • Respond to meeting requests and questions using discretion and judgment based on knowledge of management and business unit(s) activities
  • Catalog and file documents according to company’ s records management program, preparing records for either electronic retention or off-site storage and packing records into moving crates for building relocation by year end
  • Make travel arrangements for department staff and process related expenses reports
  • Arrange function room, menus and travel for large and small meetings in accordance with Company travel and expense policies
  • Utilize the company’ s e-billing system to manage external legal spend
  • Establish and close matters, update company and firm participants, cost center, etc.
  • Ensure invoices are in good order for receipt by AP: appropriate amount, payee, matter and service description
  • Trouble shoot problems with printers, copy machines, fax machines, phones, etc. Initiate and manage the appropriate service and/or purchase requests
  • Perform other duties for department such as: on board/off boarding of staff, consultant/intern time tracking, updating phone listings, shared folder update, maintaining office supplies and invoice and purchasing activity
  • Handle other duties and responsibilities as assigned by attorneys and paralegals and ensure the accurate and timely completion of tasks
  • Projects assigned may include research, drafting correspondence, filing, creating closing binders, proofreading, updating filing calendars, assisting with all aspects of filings or other work of the department
Requirements for the Administrative Assistant:
  • Bachelor’ s Degree preferred, or high school diploma and advanced secretarial school certificate
  • 5+ or more years’ experience, preferably at either a law firm or in-house legal department
  • Proficiency in Office 365 applications including Word, Excel, PowerPoint, SharePoint, Yammer, Groups, Outlook as well as Adobe Acrobat Professional and Workshare Compare
  • Knowledge of e-billing and content management systems is helpful
  • Ability to work overtime as necessary
  • Must be able to lift up to 40lbs
  • Technology savvy with a strong knowledge working with Microsoft Office
  • Strong organizational skills with great attention to detail
  • Strong multi-tasking and prioritizing skills with the ability to meet deadlines
  • Excellent written and verbal communication skills
  • Strong interpersonal skills with a customer service focus
  • Ability to work independently and as part of a team
  • Must be eligible to work in the U.S. without sponsorship                      

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