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Administrative Assistant
Macias Gini & O'Connell LLP
Los Angeles, CA, United States
Job Details - this job has expired, please see similar jobs below
Overview
Summary:
This position supports executive levels, with a heavy emphasis on scheduling meetings, taking minutes, preparing word, excel and PowerPoint documents. The Administrative Assistant will receive direction rather than direct supervision, and for some activities, such as complex projects, and will be required to work independently. The Administrative Assistant must be flexible, exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will demonstrate strong attention to detail, anticipate needs, have a sense of urgency and effectively manage multiple tasks at once.
Core Responsibilities:
• Heavy scheduling and logistics coordination
• Executes process and workflow improvement programs
• User support service
Essential Functions:
• Coordinates extremely active calendars and schedules appointments/meetings, ensuring all parties are informed of and kept abreast of schedule awareness
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and transcribing meeting minutes
• Composes, types, and distributes professional correspondence, memos and e-mails
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues
• Strong communication skills in order to communicate to the Partner group as requested to relay messages and reminders from the CEO via email or phone.
• Compose memos and various other written communication as requested, assist with confidential communication
• Follow up on various items as requested
• Sort through mail for CEO, & scan as needed
• Coordinate travel logistics for CEO
Nonessential Functions:
• Performs other duties as assigned from time to time by managers and CEO
Minimum Qualifications:
• Bachelor's degree, 2 to 5 years of related work experience.
• Excellent verbal and written communication skills.
• Intermediate skill set with Microsoft Office and Adobe Acrobat
• Commitment to excellence and high standards (i.e., acute attention to detail).
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow.
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Good judgment with the ability to make timely and sound decisions.
• Ability to work independently Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Prior experience in a professional or legal environment preferred.
Success Factors:
• Ability to perform several tasks concurrently with ease and professionalism
• Ability to communicate clearly and concisely, verbally and in writing, in English
• Must be able to keep client matters strictly confidential.
• Must have excellent interpersonal skills and customer service skill