Legal Administrative Assistant Job at Xylem I LLC in Norfolk

Essential Functions:

• Be highly connected to attorneys’ activities and display initiative to be proactive and anticipate their needs

• Handle very sensitive, confidential, and proprietary matters on a routine basis with discretion

• Handle administrative duties with minimal supervision such as managing schedules, covering telephones, coordinating meetings (teleconferences, video teleconferences, and webinars), preparing reports, presentations, and expense reports in compliance with Xylem Tree Experts travel policies, reconciling company issued credit card accounts, etc.

• Perform general office duties including faxing, making copies, filing, distributing mail and ordering supplies

• Create and edit legal documents and general correspondence

• Refer and handle matters requiring attention in the attorneys’ absence

• Prepare and maintain files and various legal databases

• Assist with the company’s e-billing processes and with processing external counsel invoices

• Enter time sheet information and prepare billable hour report

• Network with other administrative assistants to strengthen relationships and leverage knowledge of company processes and practices

• Other duties as assigned

Competencies:

• A combination of education and directly related experience equal to five (5) years; some locations may have additional or different qualifications to comply with local requirements

• Intermediate level expertise in standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage, schedule management and database management (e.g. Microsoft Word, Excel, PowerPoint, Lotus Notes, Microsoft Access)

• Demonstrated ability to work in an atmosphere dealing with highly confidential and privileged matters

• Expert computer and software skills to include the use of word processing and email as well as the expert use of spreadsheets and electronic presentations

• Strong interpersonal and communication skills, both oral and written

Required education and experience:

• High School Diploma or equivalent appropriate General Certificates of Secondary Education or global equivalent preferred

• HR or In-House/Law Firm experience preferred
• Secretarial program certificate