| The Administrative Assistant & Coordinator to the Risk Management team provides administrative and operational support to senior leaders and the broader team, ensuring schedules, priorities, and business activities run smoothly. This role manages complex calendars, meeting and travel logistics, expense reporting, legal billing and invoice coordination, document execution and closing coordination, and the preparation of correspondence, presentations, and reports, while handling confidential information with professionalism and discretion. Serving as a trusted gatekeeper, the position anticipates needs, prioritizes competing demands, and follows through on time-sensitive projects. The role also supports overall office operations, vendor relationships, and continuous improvement initiatives to maintain an organized, efficient, and collaborative work environment.
Key Responsibilities: - Provide day-to-day proactive and reactive administrative support to the team, anticipating needs and responding quickly to priorities
- Manage calendars and coordinate meetings, prepare agendas, assist with presentations, travel, and team activities to ensure schedules run smoothly
- Prepare and process monthly expense reports for senior team members
- Support strategic initiatives and continuous improvement projects through coordination, research, and administrative execution
- Oversee and track internal and external time, legal billing, invoice management, and related documentation
- Manage confidential information while maintaining professionalism and organizational discretion
- Assist with document execution and transaction closings
- Contribute to the oversight of café and office supply inventory, copier and equipment maintenance scheduling, and vendor relationships
- Help ensure a clean, organized, professional office environment and manage incoming and outgoing mail
- Provide backup support to other administrative team members and assist with special projects as needed
Job Requirements: - At least 3 years of progressive experience in legal administrative support or paralegal roles preferred
- Strong attention to detail, highly organized, process orientation, and general administrative skills
- Good interpersonal skills and ability to handle sensitive and confidential situations and information
- Ability to interact and communicate effectively both internally and externally
- Accustomed to a fast-paced environment with ability to manage competing demands
- Knowledge of or ability to learn a variety of computer software applications, including but not limited to the Microsoft Office suite (particularly, Word and PowerPoint) as well as other software applications (Ebility, Docusign, Profitco, etc.)
- Ability to take initiative, manage priorities, and meet deadlines
- Work well within a team with a roll-up-the-sleeves attitude and a general inclination to help where needed
- Adaptable and responsive to change
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