Executive Assistant, Legal
New York Mets
Flushing, NYThis was removed by the employer on 10/19/2017 9:16:00 PM PST
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Full Time Job
Summary:
The role of the Executive Assistant, Legal is to ensure an effective and efficient office and to represent the Executive Vice President, both internally and externally, in a manner that corresponds to the professional and highly confidential nature of the office. This position provides highly skilled, responsible, diversified, confidential, full secretarial and administrative activities requiring considerable discretion and independent judgment
Essential Duties & Responsibilities:
• Answers telephone, screens calls, and takes detailed messages. Organizes mail and other executive paperwork, forwards to appropriate party and/or responds independently as appropriate calling attention to priorities.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, occasional catering needs.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. Acts as a gatekeeper (whenever possible) to visitors of the office.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains system for processing legal invoices including budget coding, coordination and tracking of payment, maintaining logs and gathering signatures from external departments.
• Makes business and personal travel arrangements and preparing detailed travel itineraries.
• Organizes receipts, scans and processes monthly expense reports.
• Processes ticket requests for business and personal use during the baseball season.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Coordinates vacation schedules and track days outside of the office (vacation, personal, sick) for entire legal department.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Assists with administration of benefits including submitting and tracking of health and dental insurance claims and flexible spending account claims.
• Exercise independent judgment with respect to responsibilities and tasks delegated
Supervisory Responsibilities
• This position will not have direct supervisory responsibilities but will require frequent coordination, and when appropriate direction, of the activities of third parties as necessary to accomplish the assigned tasks.
Qualifications:
• Experience working in fast-paced, highly confidential environment with prior administrative assistant experience.
• Excellent written and verbal communication skills.
• Detail-oriented with good organizational skills, ability to multi-task, calendar, and previous experience with travel logistics.
• Sound judgment and ability to tactfully exercise authority with respect to third parties as needed.
Education
and/or Experience
• BA or BS Degree preferred with an additional 2-5 years of experience working in an office environment providing administrative support and work in the area of Human Resources.
• Candidate will need the flexibility to work beyond normal office hours on home game dates as needed.
Computer Skills
• Microsoft Office Skills (Outlook, Word, Excel, PowerPoint)
Note:
When you apply for this job online, you will be required to answer the following questions:
1. What qualifications do you have that you believe will make you successful in this position?
2. What excites you about this position?
3. What are your salary expectations for this position (range)?