Remote Administrative Assistant / USA

Easy Recruiter; Houston (TX); Remote; USD 45,000 - 60,000; Full time

Job summary

A recruitment agency is seeking a Remote Administrative Assistant to provide confidential support to the Chief Legal Officer and the Legal team. The ideal candidate should have at least 5 years of administrative experience in a legal environment and possess strong organizational and communication skills. Responsibilities include managing the executive's calendar, preparing meeting agendas, composing correspondence, and organizing events. Strong judgment and discretion are essential for maintaining confidentiality. This role requires proficiency in MS Office and other tools.

Qualifications

• 5 years of experience in administrative support, preferably in a legal setting.
• Ability to prioritize and handle multiple projects.
• Attending additional training as necessary.

Responsibilities

• Manage the calendar of the Chief Legal Officer.
• Coordinate weekly meetings and prepare agendas.
• Compose and proofread correspondence and reports.
• Track expenses and prepare expense reports.
• Organize offsite and onsite meetings.

Skills

Independent judgment

Organizational skills

Excellent written and verbal communication

Confidentiality

Presentation skills

Education

Associates Degree or equivalent

Tools

MS Office

SmartSheet

Zoom Video Meeting

SharePoint

Job description

About the job Remote Administrative Assistant / USA

This role supports the Chief Legal Officer by providing confidential administrative support in a professional manner to the entire Legal team. Strong judgment, communications skills, flexibility, initiative, and the ability to operate with limited supervision are critical to overall success in this position. Additionally, this role may be assigned projects based work. Projects should be completed in a timely manner with careful attention placed to professional formatting and grammar.

Primary Responsibilities

• Manage the calendar of the Chief Legal Officer by ensuring deadlines are met, meetings are scheduled and communicated to all parties and by tracking various work initiatives
• Coordinate weekly meetings, including preparing agendas and minutes
• Compose and produce correspondence, reports, presentations and forms through translating verbal conversations to written documents independently
• Edit and proofread documents ensuring 100% accuracy in work product
• Develop, organize, lead and execute ad hoc initiatives
• Assist in the production of Board of Directors and metric reports
• Track expenses and prepare expense reports
• Track and order supplies ensuring appropriate utilization and availability of resources
• Organize offsite and onsite meetings, including scheduling rooms, ordering catering, and handling onsite technical set up
• Coordinate morale initiatives within the team, including, but not limited to organized events, strategic morale programs, and appreciation activities
• Responsible for coordinating approvals, tracking of all invoices and expenses for legal department
• Other duties as needed or required.

Job Qualifications

Required

• Associates Degree or equivalent; 5 years experience in administrative support, preferably in a legal setting
• Ability to exercise independent judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions to meet above responsibilities
• Strong organizational skills as evidenced by an ability to prioritize and handle multiple projects
• Excellent written and verbal skills
• Sound judgment in maintaining the confidentiality of information
• Ability to create complex, professional presentations
• Attends additional training as requested/deemed necessary

Preferred

• High competency level with various PC applications (MS Office), SmartSheet, Zoom Video Meeting platforms and SharePoint a plus

Physical Demands

• Incumbent must be able to communicate effectively.
• Manual dexterity and sitting is required in carrying out position own position responsibilities (i.e. use of personal computer).
• Ability to travel or move about within and outside serviced facilities required.
• Incumbent works primarily in either a private or shared office environment.