Executive Assistant 4

Job ID: 24-01706

Title - Executive Assistant legal Operations
Location - San Jose, CA Hybrid
Duration - 6 Months
Pay rate - $60.56 per hour on W2

Candidate will provide a variety of administrative and organizational functions the Legal Operations group, including organizing and supporting teams and all hands meetings, handling invoices, organizing annual special projects, conferences, providing administrative support for the VP of Office of the General Council (Legal Operations).
Responsibilities:
Heavy dynamic calendar maintenance in fast paced environment for multiple people
Organize agendas, prepare materials, and administer all recurring team meetings, all-hands meetings, trainings, conferences, morale events, employee network meetings and offsites.
Manage vendors/budget for large scale annual recognition events.
Organize special projects (i.e. MCLE tracking, work anniversaries tracking)
Book international travel with complex itineraries and obtain visas/passports
Compile/submit Expense reports
Place office supply orders and work with procurement to get vendors set up, invoices paid, contracts reviewed and executed and filed within CMS.
Work with Finance to ensure monthly accruals are submitted timely.
Notarize and legalize legal documents (POA's, Affidavits, etc.)
Onboarding new hires; (space planning, ordering supplies, setting up introduction meetings/trainings, completing forms for access requests)
Provide other team members with administrative assistance as needed with misc. projects.
Participate in Legal Admin trainings and curriculum for growth and development.
Assist with PPT presentation preparation, document/email preparation, informational teams/slack channel communication postings, survey generation and analysis, and obtaining electronic signature approvals using Adobe Sign.

Required knowledge, skills and experience supporting Executives in a fast-paced environment.
High proficiency with productivity software, MS Suite/365
Excellent communicator, able to work with diverse group of people to accomplish objectives
Positive, energetic, enthusiastic, problem solver with "can-do” personality
Dependability to meet deadlines and proactively prioritize tasks
Ability to interpret vision and assertively work towards objectives with minimal supervision/direction
Exercise good judgement
Highly organized