Executive Legal Administrative Assistant

Location: Atlanta, GA
Key Areas of Responsibility
Working under the supervision of the General Counsel, you will provide direct secretarial support and administrative assistance to the General Counsel, and to the extent schedules permit, for the NCR Law Department.  Your principal duties will be to: 
  • Provide support for the General Counsel’s Corporate Secretary duties, including a variety of communications to or from the NCR Board of Directors, such as meeting announcements, expense reimbursements, scheduling multiple preparatory sessions for Board meetings, managing Outlook Calendar items and the like
  • Work with the General Counsel, the Chief Corporate Counsel, the Senior Corporate Counsel, and the board paralegal with respect to regular meetings to address support for the Board of Directors
  • Proactive initiative with respect to a variety of corporate functions and schedules
  • Compose and type correspondence, memoranda and other documents; prepare spreadsheets and PowerPoint presentations; input General Counsel’s edits into documents, spreadsheets and presentations
  • Maintain legal files and records
  • Heavy calendar management.  Calendar management includes applicable communication with meeting attendees and preparation/distribution of meeting materials/documentation.  At times this requires coordination between different regions and time zones, and with highly booked senior executives.
  • Maintain confidentiality of the matters on which you are asked to work
  • Arrange travel for the General Counsel and, as time permits, other staff, including scheduling transportation and making hotel reservations, and processing expense statements/reimbursements
  • Sort, open, log, and distribute incoming mail, often for the entire Law Department’s Atlanta location
  • Proofread and edit prepared materials for grammar, spelling, punctuation, format and syntax
  • Conduct non-legal research
  • Establish and maintain office files, logs, indices, control records, calendars and other records
  • Determine need for, and requisition, supplies, equipment and services
  • Identify and implement continuous improvement opportunities
  • Regular attendance on-site at the NCR Midtown Atlanta office; this position is not virtual/remote, and in-office attendance is expected on essentially an everyday basis (exceptions will be made on an occasional basis to allow work from home)
  • Long hours can be expected from time to time; uploading for board meetings often requires working until midnight or later five or six times a year
Core Competencies and Performance Measures
The candidate must be highly organized, detail-oriented, and able to work independently on extremely time-sensitive matters.  In addition, the candidate must:
  • Have ability to work in a team environment
  • Perform duties with accuracy, quality, and integrity
  • Ability to track, and take responsibility for, a task or project through to completion, on time, with a clear understanding of deadlines
  • Have strong experience/proficiency with MS Office (PowerPoint, Word, Excel, Outlook, etc.)
  • Have familiarity with database and reporting tools
  • Demonstrated ability to learn new systems and processes specific to business operations (travel, expense, attendance, and purchase orders)
  • Demonstrate an eagerness and ability to perform in a “startup” environment where workloads are likely to be heavy and must take a “no job is too big or too small” approach to daily activities
  • Possess excellent written, oral and interpersonal communication skills necessary to deal with internal and external contacts, as well as an ability to interact comfortably with many levels of management
  • Be self-directed, self-motivated and able to work with minimal supervision with considerable latitude for the use of initiative and independent judgment
  • Be flexible and adaptable
  • Be able to work cooperatively with Law team and deal effectively with people throughout the organization, including senior management
  • Be comfortable taking direction while working with minimum supervision and making decisions within defined boundaries
  • Be able to properly manage multiple priorities and work effectively under tight deadlines
  • Be able to coordinate work activities, prepare legal correspondence and documents, transcribe dictation, and organize and maintain files and records

Basic Requirements
The candidate should have a minimum of at least five years experience as an administrative assistant in a law office or corporate legal department, and preferably 10 or more years of such experience with a stable work history.  Some college education is preferred.  In addition, the candidate should have knowledge of office practices and procedures; of the organization and composition of business letters, minutes, reports, charts, and numerical and tabular materials; and of the techniques of receiving calls, making appointments, giving information, and explaining instructions and guidelines.
Preferred Requirements
The ideal candidate should have strong knowledge of legal practices and terminology and of correct spelling, punctuation, sentence structure, and grammar.  He or she must be skilled in typing and use of Microsoft Office Suite applications and reference materials.
Tami Andrade Fitzpatrick
Senior Recruiter

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