• Paralegal-Executive Administrative Assistant

    Location US-IL-Chicago
    Posted Date 2 weeks ago(5/9/2018 12:06 PM)
    Job ID
    2018-1498
    # Positions
    1
    Category
    Administrative/Clerical - Administrative
  • Overview

    Dual role position providing (i) legal support for General Counsel, including creating and preparing routine materials and proofreading; verifying, and editing all materials for accuracy and clarity; filing and maintaining legal and corporate records and liaising with board members and (ii) administrative support and performing secretarial functions for assigned senior executives.  Requires strong computer and organizational skills; working familiarity with basic legal issues and concepts; understanding of public company issues; a comprehensive knowledge of Company policies and procedures; the ability to make independent judgments regarding issues as they arise, and to deal effectively with the highest level of personnel, both internal and external to the Company on sensitive, confidential issues.

     

    Responsibilities

    1. Provides support to General Counsel by preparing various documents, resolutions and contracts; maintaining corporate records and litigation files; assisting with public filings, and so forth.
       
    2. Organizes workload to comply with deadlines and priorities, works independently to complete routine department functions and prepare routine correspondence, reports, forms, and the like for review by supervisor.
       
    3. Utilizes Microsoft Office and other software (especially MSWord and Power Point) to prepare complex and routine correspondence, reports, memoranda, presentations, etc. from rough draft, handwritten notes, or general verbal instructions and makes changes in grammar, punctuation, or spelling as needed.  Proofreads and edits draft and final materials for appropriate and consistent format, accuracy of financial figures or other data, and corrects punctuation, spelling, and grammar.
       
    4. Receives and screens visitors and telephone calls, and notifies appropriate personnel or records messages.  Responds to general inquiries concerning area activities or assigned executive activities in accordance with established policies and procedures. 
       
    5. Arranges meetings and conferences (including board and committee meetings), schedules appointments, and completes travel or conference arrangements.  Plans and arranges for required facilities, materials, equipment, and food.
       
    6. Maintains travel schedule and personal calendar of assigned executives.  Modifies travel as necessary and ensures all aspects of travel are planned and reserved; keeps executives abreast of changes and commitments, and the like.
       
    7. Establishes and maintains record keeping and filing systems; classifies, sorts, and files correspondence, corporate records, and other documents.  Opens, sorts, prioritizes, and distributes mail.  Maintains corporate entity/subsidiary records.
       
    8. Following established guidelines, tracks and processes various accounting information such as check requests, monthly expense reports, invoices, subscription renewals, wire transfers, and the like.
       
    9. Performs related general duties such as monitoring and ordering standard office supplies, collating and assembling documents, accepting and delivering interdepartmental correspondence, and so forth.
       
    10. Performs other duties as assigned, some of which may be essential to the job.

    Qualifications

    1. Knowledge of Microsoft Office and other standard corporate software; knowledge of legal terminology, corporate structures/ organization, concepts of law at a level normally acquired through completion of paralegal training or legal secretary certification and work experience; organization skills to administratively support several senior executives.
    2.  
      At least five years of related experience.
    3.  
      Strong interpersonal and telephone communication skills when screening callers, scheduling meetings and travel arrangements, handling legal projects, and interacting with internal and external parties, including partnership investors, Board members, executive team members, government agencies and regional staff/ department clients.
       
    4. Careful written communication skills including ability to prepare accurate and appropriate documentation and to review, proofread, and check documentation for accuracy.

     

    Equal Employment Opportunity

    First Industrial Realty Trust, Inc. is an Equal Opportunity Employer Committed to Diversity, M/F/D/V

     

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