Group Coordinator
Corbis
Seattle, WAThis was removed by the employer on 10/6/2014 5:19:00 PM PST
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Full Time Job
Purpose:
This position is responsible for providing high level assistance to and management of the daily affairs of the General Counsel (GC) and Associate General Counsel (AGC), as well as administrative support to the Business & Legal Affairs (BLA), Tax, Facilities and Purchasing departments.
Responsibilities:
General Counsel Support
• Acts as point of contact for Corbis executives working with GC/AGC, as well as to external counsel, vendors, and many others
• Assists with financial matters including annual audit of legal records, prepares quarterly claim reports and reserve accruals, notarizes miscellaneous banking documents as needed, updates corporate resolutions for banking authority, helps with the management of eight department budgets and coordinates processing, payment and recording of third party billings with Accounts Payable, Financial Analyst and GC; tracks same in department matter management system and physical files, and produces reports and presentations as requested
• Assists in the implementation and documentation of local and intercompany transactions
• Manages GC/AGC daily calendars, making appropriate, informed decisions regarding GC/AGC’s available time; communicates changes in daily calendar, action items, messages and relevant business issues; coordinates meetings and conference calls with other administrative support personnel
• Manages GC/AGC travel from pre-planning to final reimbursement and informs other Corbis personnel as appropriate (posting on Master Calendar, etc.)
• Schedules monthly department meetings; prepares and distributes agenda and meeting materials; coordinates conference call, videoconferencing and WebEx logistics as necessary
• Organizes/coordinates employee morale and group events
• Anticipates GC’s needs, providing high level, proactive support as needed. Potential duties may include information research for various projects or initiatives; preparation of materials needed for conferences and meetings; and special projects as requested
• Provides general legal secretarial support to GC; drafting, revising and finalizing correspondence, documents, status reports, etc. and proactively maintaining GC’s files
• Works with highly confidential information, including human resources matters, and potential M&A opportunities
Departmental Support
• Acts as primary administrative contact for all four BALA departments (BLA, Tax, Office Operations, and Purchasing)
• Systems administrator for BLA matter management and vendor invoice management software and systems
• Responsible for maintenance and upkeep of departmental records, ensuring team members’ matters and files are appropriately entered/created and up-to-date and acting as first point of contact for any problems relating to the matter management system; works with other members of department to improve existing systems and procedures
• Supports office operations by organizing and coordinating department procedures in order to ensure organizational effectiveness and efficiency
• Manages matter management system and coordinates upgrades when available
• Maintains departmental intranet sites
• Maintains and coordinates department’s assets, orders supplies and works with Office Ops/Help Desk to order equipment
• Coordinates BALA vendor documentation and invoices
Contacts:
This position has daily contact with the senior executives worldwide, all levels of management and staff, as well as external contacts such as outside counsel and customers.
Qualifications Required:
• The ideal candidate will have a minimum of 5 years as a responsible administrator or secretary in a fast-paced environment. Legal, accounting/budgeting and corporate experience a plus.
• Demonstrated ability to maintain confidentiality is required. Candidate must have a professional demeanor and excellent interpersonal, organizational, verbal and written communication skills.
• Candidate must have the ability to react with appropriate urgency to situations and take effective action without having to be informed about the total picture.
• Must be a self-starter who is able to manage multiple tasks simultaneously.
• Thorough knowledge of office practices and excellent computer skills using current Microsoft Office applications (Word, Excel, Outlook, PowerPoint, SharePoint) are essential, as is a willingness to learn additional applications such as ProLaw, Tymetrix and Serengeti. Advanced knowledge and experience with Excel is preferred.