Title : Administrative Assistant

Location : Cambridge, MA

Duration : 12 / 31 / 24

Summary / Purpose of the Position :

The Administrative Assistant will be responsible for providing general administrative support to client's attorneys in his / her assigned areas, including, calendar management, travel, expense management, catering support, various administrative office duties, and coordination of team events / meetings.

The Administrative Assistant will demonstrate the utmost professionalism and sensitivity to confidential information through his / her daily responsibilities.

Strong communication skills are a key expectation of this customer-focused position.

Main Responsibilities / Job Expectations :

Manage calendars for assigned attorneys as required, including coordinating individual and group meetings, facilities (e.

g., room reservations, web and conference calls, audio / visual equipment and support and catering), actively soliciting input for managing conflicting priorities, pro-actively communicating schedule conflicts and providing copies of relevant documents and other essential information to department team members (and others upon request) prior to meetings

Assist with general paperwork (photocopying, scanning, binding, etc.) and maintain general administrative needs of the departments

Act as a meeting Room AV / IT Super User and support teams accordingly

Support travel logistics for assigned members in compliance with travel and expense policies and prepare detailed itineraries from departure to return with minimal input from department team members

Prepare, submit and track expense reports for assigned members in accordance with the travel and expense policy and submission timelines, as necessary

Discretely maintain, coordinate and communicate highly confidential and sensitive information

Work collaboratively with other administrative and business operations colleagues to :

Efficiently resolve day-to-day work issues

Identify and implement continuous improvement opportunities

Manage back-up coverage due to vacations and unplanned vacancies

Perform other duties as assigned

Languages : English

Key Technical Competencies Required :

Proficiency in Microsoft Office (Word, TEAMS, SharePoint, OneDrive, Outlook, Excel, and PowerPoint)

Knowledge of teleconference equipment (Microsoft Teams) or other related software

Ability to maintain, coordinate and communicate highly confidential and sensitive information

A strong attention to detail, excellent and direct communication skills, strong interpersonal skills, and cross-cultural understanding and sensitivity

Experience with Concur is preferred

Ability to see the big picture, while keeping an eye on the detail

Availability to represent the Legal Department and the company in a highly professional manner

Ability to take initiative with a positive attitude in all circumstances

TB PH

Last updated : 2024-02-25