The Sr. Administrative Assistant will support the Corporate Legal team in a variety of capacities, in addition to assisting with special projects for the Legal Department as a whole. The Corporate Legal Group is a dynamic team currently comprised of approximately 40 people and growing. The group includes attorneys, paralegals, contract specialists, and information governance experts, who provide legal support for Finance and SEC reporting, subsidiary management, all contracts, and agreements for the organization and advise on all information governance matters affecting the company. This role would support the entire group, however, most of the group requires little to no administrative support.
The role requires an individual with strong expertise in Outlook, complex editing in Microsoft Word, PowerPoint and Excel and be responsible for the following actions (among others):
(i) preparing, formatting, proofing, editing and archiving documents (including agreements with auto headers and complex tables);
(ii) scheduling meetings (including web conferences and teleconferences) and managing certain individual team members’ schedules in Outlook;
(iii) arranging travel and submitting expense reports;
(iv) composing and preparing correspondence and memoranda;
(v) organizing, managing and maintaining department files;
(vi) processing and tracking payment of invoices;
(vii) ordering and monitoring office supplies and IT equipment;
(viii) managing purchase orders on Gilead internal systems;
(ix) preparing PowerPoint presentations (including creating diagram and graphics) for the group;
(x) tracking and assisting attorneys with external law firm engagements, including operating the company’s internal law firm billing system with respect to Corporate Legal Matters; and
(xi) assisting the broader legal organization on certain departmental matters, including monthly Legal Group meetings, internal speaker programs, trainings, continuing legal education tracking and departmental meetings.
Specific Responsibilities and Skills
-Provides administrative and clerical support to attorneys, paralegals and contract specialists in the Corporate Legal Group.
-Provides administrative and clerical support to the department’s interview process, which includes creating, and distributing agendas, collecting assessment forms and scheduling and making travel arrangements.
-Assist with on-boarding of new employees to the Corporate Legal Group.
-Ensure computer equipment, and all new hire materials are arranged for the person’s first day at Gilead. Tracks and verifies data using a variety of software to conduct data entry and sorting of information.
-May track department budget as directed by the immediate manager.
-Conducts online searches as directed.
-Creates or may assist in the creation of presentation materials as needed.
-Manipulates Excel spreadsheets into different sorts and formats and works with Word, PowerPoint documents as directed.
-Liaises with external agencies or organizations to coordinate activities that are important to the function of the department.
-Performs various document processing functions, including converting pdf files to editable format and formatting Word documents (auto headers, tables and outline format for agreements).
Education and Experience
-Requires a minimum of a high school diploma plus 5+ years’ administrative experience, preferably working with attorneys in-house or in a law firm.
-Professional demeanor with a deep commitment to producing a high quality work product.
-Excellent verbal, written, and interpersonal skills. Expert in Microsoft Word and PowerPoint.
-Advanced knowledge and experience using several other office software such as Outlook, Excel, iManage, Workshare Compare, Adobe Acrobat, Access, etc.
-Knowledge and understanding of administrative and office policies and procedures. Typically works under limited supervision and may receive general direction on new lines of work or special assignments. Excellent attention to detail and good judgment.
-Ability to take on new tasks/processes depending on the needs of attorneys, paralegals or contract specialists. Ability to effectively multi-task, juggle and effectively prioritize many projects at one time.
-Superior exercise of discretion concerning matters of confidentiality and attorney-client privilege. Proactive personality and ability to find solutions with minimal supervision.
-Ability to work efficiently in a high pressure, team-oriented environment.
-The high degree of professionalism and a positive attitude in interactions with internal clients and outside parties.
-Ability to anticipate and solve any problems and complete tasks within deadlines and with a superior degree of accuracy.