Legal Dept Administrative Assistant (Hybrid, Notary)

Dodge & Cox; San Francisco (CA); Hybrid; USD 100,000 - 120,000; Full time

Benefits offered by this job

Work/life balance

Competitive compensation and benefits

Remote 3 days a week (Mon/Tue/Fri)

Ergonomic workspace options

Commuter benefits

Health club benefits

Job summary

Dodge & Cox is seeking a flexible, collaborative Administrative Assistant to support our Legal Department. The role partners with another departmental assistant, handles calendar management, meetings, travel, document review, and confidential record keeping.

The successful candidate will be professional, discreet, and able to manage multiple priorities across a hybrid in-office and remote schedule. Notary license and five years of related experience are preferred.

Qualifications

• Four-year college degree preferred
• Minimum five years of experience in a related position, preferably in the financial services industry
• Licensed Notary (or willingness to become one)
• High proficiency with Microsoft Office (Teams, OneNote, Word, Excel, PowerPoint, Outlook), SharePoint and Adobe Acrobat; experience using AI tools to enhance efficiency is desirable
• The ability to quickly learn and use new database and software systems

Responsibilities

• Partner with the Legal department’s other administrative assistant to track/coordinate documents and contracts submitted to Legal for review through various workflows
• Serve as an internal liaison for D&C employees for matters/questions related to Legal department
• Provide calendar support to the General Counsel and other Legal department team members
• Organize meetings end to end, including scheduling; arranging and hosting online meetings on zoom, Webex or MS Teams; managing conference-room and AV setup for in-person and hybrid meetings; handling catering requests, and guest registration; partner with meeting hosts to build agendas and distribute materials in advance as needed
• Arrange international and domestic travel, including location tracking, preparing conference registrations, and processing expense reports via Workday
• Prepare, edit, and proofread documents, including - but not limited to - correspondence, presentations, memoranda, minutes, procedures, contracts, and various corporate records
• Notarize documents, and submit service requests; prepare, file and maintain hard and/or electronic documents such as corporate records and minute books, powers of attorney, apostilles, and other corporate documents
• Assist in organizing and arranging holiday and team events
• Work with and provide out of office coverage to the Legal Department’s other Administrative Assistant, as well as other Administrative Assistants in the Compliance and Risk Departments
• Perform routine administrative tasks such as preparing FedEx/USPS labels, running redlines, copying, scanning, and faxing
• Support team members in the adoption of new technology and software
• Update job knowledge and skills by participating in training and educational opportunities, as appropriate

Skills

Communication skills

Organizational skills

Discretion & confidentiality

Attention to detail

Team collaboration

Education

Bachelor's degree preferred

Tools

Microsoft Office 365

SharePoint

Adobe Acrobat

AI tools

Job description

Dodge & Cox is seeking a flexible, collaborative Administrative Assistant to support our Legal Department. The role partners with another departmental assistant, handles calendar management, meetings, travel, document review, and confidential record keeping.

The successful candidate will be professional, discreet, and able to manage multiple priorities across a hybrid in-office and remote schedule. Notary license and five years of related experience are preferred.