Job Description

The Principal Administrative Assistant (Support HSES Department) provides solutions to problems in situations that may be atypical or infrequently occurring based on practice and existing precedents or procedures. They directly impact the quality of the work of the team. They can communicate technical administration information to the team and suggest improvements to existing processes.

Key Tasks and Responsibilities:

• Responsible for heavy calendar management, requiring interaction with internal Executive and Assistant, to coordinate a variety of complex meetings
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Arrange domestic and international travel schedules and reservations as needed, including expense reimbursement
• Type and proofread documents and correspondence
• Carry out a varied assigned task requiring knowledge of office protocol and demonstrate an understanding of the organization, program, and procedure related to the work of the office
• Coordinate and set up meetings and conferences, arrange travel, and work on a special project
• Maintain the schedule of one (1) or more individuals
• Set up and maintain a manual and electronic filing system
• Coordinate and process general administrative work such as timesheets, vacation requests, supply requisitions, etc
• Photocopy, fax, and scan a document as required
• Assure effective mail and package distribution
• Assist Employee and Manager with a general administrative request
• Perform additional assignments under the supervisor’s direction
• Serve as company liaison with the service provider; upload SOP (Standard Operation Procedure) document in matter management application
• Set up and maintain a manual and electronic filing system

Essential Qualifications and Education:

• High School Diploma required
• Bachelor’s Degree in business administration or related experience preferred
• Five plus (5+) years of relevant experience, plus strong, proven experience working in an administrative assistant role preferably in a large corporation
• Experience supporting an HSE-related department is preferred
• Advanced knowledge of Microsoft Office and other related software skills is required; Advanced skills in operating a personal computer, various printers, fax machines, scanners, and other office equipment are necessary
• Ability to read and comprehend instructions, to write correspondence and memos
• Able to effectively present information to co-workers and the general public
• Strong organizational, multitasking, attention to detail, and interpersonal skills
• Ability to work well with all levels of internal management and staff as well as effective communication skills, both written and verbal
• Able to work independently but within a strategic framework
• Ability to prioritize, organize, problem-solve, and meet deadlines and goals
• Prior law firm or corporate legal department experience is a plus
• Experience supporting litigation practice is a plus
• Experience with legal matter management / e-billing applications (Ty Metrix 360) is a plus

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