Title: Administrative Assistant Group: Corporate Legal Reports to: Managing Counsel
C.A.R. is seeking a reliable and friendly Administrative Assistant to join our team. The Administrative Assistant in the Corporate Legal department is responsible for a variety of administrative tasks including interacting with Association members over the phone, creating and updating spreadsheets and documents, and providing general assistance to our attorneys. This individual is also responsible for handling administration of Arbitration program, including managing intakes of arbitration complaints and set-up and maintenance of arbitration files, timely processing and delivery of all procedural paperwork, telephone interaction with parties to the arbitration and the arbitrators themselves, coordinating schedules and setting up hearings.
Responsibilities • Provide secretarial and administrative support to Managing Counsel and Strategic Defense program, as well as the entire corporate legal department. • Answer calls and respond to member requests for information. • Organize meetings for attorneys, create and maintain spreadsheets for insurance programs, type and post documents to website and handle other administrative functions as needed. • File and retrieve corporate documents using software program. • Prepare all committee handouts and materials for Director’s meetings for multiple attorneys and coordinate meetings, as needed. • Post documents online for all Association directors’ meetings, type and maintain documents such as agendas and motions for Subsidiaries’ directors meetings. • Oversee and organize important corporate documents such as contracts, cases, Board minutes, etc. • Provide administrative services under the Arbitration program, such as scheduling of hearings, updating rules/procedures, filing of appropriate documents, etc. • Provide backup support for various areas, including consumer-facing Ombudsman program, Amicus filings, and copyrights.
Requirements • Intermediate to advanced level in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.) • Must possess strong computer skills and the ability to learn new software quickly. • Requires excellent oral and written communication skills, and outstanding customer service orientation. Requires keeping others informed of work progress, timetables and ongoing issues. • Must possess the ability to multi-task, be detail oriented, exercise patience when speaking with callers, maintain multiple calendars and maintain orderly filing system. • Must be able to function effectively in a variety of challenging situations and circumstances, including difficult project deadlines, demanding customers, tight budgets, and evolving goals and objectives. • Must be able to work effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner. Must be able to listen to and objectively consider ideas and suggestions from others. • Must have excellent work ethic and attendance.
If you believe you are a fit for this position and are interested in applying, please contact Human Resources by September 12.