GMR Marketing

  • Executive Assistant / Dept Administrator

    Job Locations US-WI-New Berlin
    Posted Date 2 weeks ago(11/2/2018 4:58 PM)
    Job ID
    Legal / Risk


    Provide executive administrative support to the General Counsel and support attorneys and paralegals on the team who provide legal services for a dynamic global marketing services agency.  Key responsibilities also include helping coordinate intake and manage workflow within the legal group, acting as key point of contact and representative of the legal group within the agency, as well as the department administrator.



    Act as a key liaison between the legal department and its internal clients, managing intake and coordination of legal matters that the group handles, monitor and manage workflow within the group, communicate and coordinate priorities and timelines for the legal group and external clients, and act as a single point of contact and information source for all services the legal group provides to the agency


    Manage the day-to-day communications, correspondence, appointments, travel, expense reports, record keeping, scheduling and related executive level administration and secretarial tasks for the General Counsel and other attorneys and paralegals in the legal department


    Facilitate the efficient functioning of the legal department and assist in organizing all department administrative and clerical tasks


    Understand and manage the department’s automated contracts workflow system and the department’s contracts database


    Support production of legal contracts, documents and correspondence, and department training materials using of MS Word, and Excel, PowerPoint


    Act as the department “go to” person for general and miscellaneous matters



    Interpersonal and Communication Skills: You will be working daily with attorneys, paralegals and staff in the department and with internal clients and executives in the agency. One of the most important responsibilities of this position is to be a good “ambassador” for the department. You must be able to exhibit consistent professionalism, diplomacy, positive attitude and solution-oriented approach.


    Attention to Detail: You will be dealing with legal documents, timelines, legal and business projects and processes where detail and precision are important.


    Multitasking: You will need the ability to handle a wide variety of responsibilities, and the ability to prioritize tasks, communicate timelines and project updates, and manage expectations with stakeholders is very important.


    Clerical Skills: The job requires proficiency with computers and document processing and spreadsheet programs, with strong typing skills and organizational skills.


    Management and Analytical Skills: You will be managing tasks assigned within the department and will need to assess the timing and importance and solve problems for critical matters the department deals with in connection with its internal clients.


    Initiative: You will be part of a team where all can contribute equally to success and where taking initiate is essential.


    Professionalism: You will deal with all personnel throughout the agency and will deal with confidential matters of the department. Absolute discretion is required.


    Experience + Education:

    3 to 5 years’ experience performing as an office manager, executive administrator, executive secretary, legal secretary or in a related position.

    Qualitatively similar experience in an unrelated field that exemplifies that you possess required knowledge, skills and disposition required for the position is important and will be considered.

    Educational level and course work applicable to the requirements of the position will be considered.



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