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Administrative Assistant

Plymouth, MN 55442

Category: Professional Job Number: 16260

 

Voca has an immediate opening available for a Administrative Assistant in Plymouth, MN   

Position Details 
Job Description:
 
Primary Job Function:
Provides general administrative support to the Legal team, including attorneys, directors, paralegals, as assigned.

Core Job Responsibilities:
  • Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, processing expense reports, meeting/event planning, creating or modifying business documents, managing correspondence, handling teleconference and mobile phone setups, acting as a liaison for remote access issues.
  • Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, document management system, matter management system and employee performance management systems (as applicable).
  • Uses intermediate to advanced software skills to perform work assigned.
  • Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
  • Coordinates new employee office set-ups and onboarding.
  • May train/coordinate work for new administrative assistants.
  • Responsible for compliance with applicable Corporate and Divisional Policies and procedures.
  • Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).

Position Accountability / Scope:
  • Frequently interacts with high-level executives.
  • Intermediate knowledge and understanding of business processes and requirements.
  • Frequently handles confidential or business-sensitive information. Data is typically employee-level or one-dimensional.
  • Maintains and may manage calendars, including meeting and travel scheduling and domestic and international travel arrangements.
  • Proactively identifies and resolves scheduling conflicts.
  • Point of contact for team schedules.
  • Frequently multi-tasks and prioritized workload.

Minimum Education:
  • High School diploma or equivalent. Some college preferred.
 
Minimum Experience / Training Required:
  • 2+ years previous admin experience or equivalent.
  • Operates with general instruction and some supervision.
  • Intermediate knowledge of Microsoft Office Suite
 
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