1. Provides general and professional-level secretarial/administrative duties including, but not limited to, answering, screening, directing incoming calls and providing information to callers and relaying messages to appropriate parties; receiving, sorting and distributing departmental incoming mail appropriately on a daily basis; handling departmental outgoing mail upon request; troubleshooting departmental equipment issues and escalating to IT services desk as necessary; assisting with departm... more details
Reporting to the Director, Legal Operations, the Administrative Assistant performs a wide range of complex administrative and clerical job duties to provide comprehensive administrative support to the attorneys and team members in the Legal Department at San Manuel. This role will also support the Legal Operations’ activities and projects in close collaboration with the Legal Operations team. This position requires initiative, high attention to detail and the ability to learn quickly with a demonstrated ability and willingness to continuously acquire new competencies. This role must exhibit exceptional administrative experience, skillset, discretion, confidentiality, strong work ethic, a high degree of adaptability and accountability, excellent organizational and computer skills, as well as cross-functional teamwork and professionalism in all interaction and communication.
Essential Duties & Responsibilities
1. Provides general and professional-level secretarial/administrative duties including, but not limited to, answering, screening, directing incoming calls and providing information to callers and relaying messages to appropriate parties; receiving, sorting and distributing departmental incoming mail appropriately on a daily basis; handling departmental outgoing mail upon request; troubleshooting departmental equipment issues and escalating to IT services desk as necessary; assisting with department calendaring and coordinating department meetings/conference calls upon request; copying, printing, scanning, assembling and filing job-related documents as necessary in the proper database; coordinating departmental work space arrangements as necessary; coordinating and booking departmental travel arrangements; preparing and processing expense reimbursement reports; organizing and maintaining electronic and physical filing systems in accordance with records retention policies.
2. Provides administrative support to the departmental attorneys at all levels upon request, including but not limited to, preparing memos, reports, training materials, and presentations; copying, printing, scanning, assembling and accurately filing correspondence and legal documents in accordance with established tools and resources; assisting with compiling, organizing and maintaining confidential legal documents, regulatory reports, corporate governance records and database, etc. for the Legal Department; tracking and maintaining attorneys' CLE files.
3. Processes timely legal invoices approved in the eBilling System in accordance with the existing process and procedures and maintains electronic filing system as directed. Collaborates with AP to ensure timely invoice processing and payments, monitor payment schedules, track payments, and resolve payment issues. Prepares accurate check requests if necessary.
4. Contacts and coordinates with Procurement and external vendors as necessary to get quotes for the goods and services required for the Legal Department. Purchases, maintains, and stocks office supplies for the Legal Department periodically. Reviews and ensures accuracy of vendor invoices and timely submits invoices for payment. Collaborates with Procurement to conduct monthly PCard reconciliation related to department purchases.
5. Assists Legal Operations with management of department operations with a good understanding of and ability to closely follow/implement company policies, such as onboard and offboard legal staff, communications, training and data migration, etc.
6. Performs other duties as assigned to support the efficient operation of the department.
Education/Experience/Qualifications
High school diploma or GED required
Bachelor’s degree or certifications (e.g. Certified Administrative Professional, Paralegal Studies Certificate, Project Management Professional Certification, etc.) preferred.
Minimum two (2) years of experience in administrative support, preferably in a legal office environment required.
Experience working in a professional environment where confidentiality, initiative, sound business judgment, attention to detail, a fast pace and a flexible and adaptable approach are valued.
Extensive experience in managing calendars for multiple individuals and determining the priority of meeting requests and events.
Experience with legal drafting and assisting with various legal matter types, including document review for discovery is a plus.
Exceptional planning and organizational skills with a quality focus and attention to detail and proactivity with ideas and recommendations for productivity and efficiency.
Exceptional verbal and interpersonal communication skills, grammar, business writing, and presentation preparation skills.
Must demonstrate excellent interpersonal skills.
Proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint, SharePoint, OneNote, etc.).
Ability to work independently, with a strong sense of initiative and self-motivation in providing pro-active support to managers and team members.
Capacity to adapt and work effectively across a variety of situations, and with various individuals or groups.
Ability to handle and prioritize multiple simultaneous assignments, managing to critical deadlines, with extraordinary attention to detail and time management skills.
Ability to ensure department confidence and safeguards operations by keeping information confidential.
Certificates/Licenses/Registrations
San Manuel Band of Mission Indians will make reasonable accommodations in compliance with applicable law.
As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!
