Job: Legal Secretary / Executive Assistant
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Position Summary: Will provide administrative support to two executive-level individuals. Will be responsible for typing and revising of legal documents; integrating charts, images, slides and third party materials into legal documents; answering and screening telephone calls and arranging conference calls; coordinating and maintaining electronic calendars; initiating and fully arranging travel of executives including air, hotel, automobile and other accommodations and processing expense reports and reimbursements; organizing, updating and maintaining on a daily basis the files of each of the executives; coordinating and arranging meetings with internal and external parties; and producing and distributing materials for meetings.
Will independently create spreadsheets, correspondence, PowerPoint presentations, and other materials; format news releases; maintain and use media distribution tools; assist at special events; serve as secretary and provide support for organizational teams and committees; order and maintain supplies; produce and edit reports, project status updates, and complex correspondence; enter and maintain legal contract data into TSRI's computerized document database management system; regularly assist other executive and administrative assistants in producing and distributing materials for Board of Trustee and other committee meetings; execute special projects as requested and provide timely follow-up reports until such projects are completed; handle proprietary and privileged information with absolute confidentiality; interact extensively with TSRI personnel, scientists, Vice Presidents, President and outside consultants; and perform other related duties, tasks and responsibilities as required or assigned.
Additional Information: Full-Time, Monday - Friday
Skills / Requirements
Basic Qualifications: High school diploma, (GED) or equivalent combination of education, training and experience.
Minimum 8 years executive assistant and/or legal secretary experience working for multiple individuals and with substantial experience in typing legal agreements and other documents. 10+ years experience preferred.
Requires minimum typing skills of 75 net WPM and advanced proficiency in transcribing text from dictation machines.
Requires advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and with document management systems.
Must possess excellent skills to prioritize and perform multiple tasks, work under pressure and shifting priorities, and timely meet deadlines.
Must work effectively with a wide variety of people in a diplomatic and respectful manner.
Must have experience in receiving and maintaining the confidentiality of technical, financial and other sensitive information.
Requires strong written and verbal communication skills; excellent customer service skills, and extreme attention to detail.