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Join us!OverviewFundamental Role: provide high-level administrative assistance to executives.
Use discretion in handling details of a highly confidential and sensitive nature.
Apply skills and analytical knowledge acquired through experience to perform the more complex duties of the position.
Work under limited supervision and execute own work planning.
Initiate appropriate action to resolve routine-to-moderate complex problems.
Escalate issues to senior leader when appropriate.
Prepare sensitive information for use in discussions and meetings.What you will do:Timely response to emails, voice-mails, and written correspondence on behalf of leaderMay support, track or lead administrative department and/or corporate initiatives and projectsCreate and edit PowerPoint, Excel and Word Documents as assigned by leaderManage travel planning and coordinationProcess confidential material appropriately when making copies of department/company documents, as well as when coordinating large copy jobs with internal or external vendorSchedule and coordinate meetings on behalf of manager, anticipating business needs and timingCreate and maintain department database, which includes updating files, reference materials etc.Administrative support with PO creation/accrualsCreate expense reports, including any manager supportedNew hire on-boarding assistance; successfully plan and execute on-boarding for managers and department employeesOrder and maintain office supplies for manager and team, using preferred/approved vendorsPrepare and track packages/documents for external and interoffice shippingGeneral questions answered, unknown answers researched and appropriate information dispensed to employees and customers/vendorsParticipate in all-hands, off-sites, etc.
as requested by leaderOrg-chart maintenance for functional group/business unitCreate and maintain email distribution lists for functional group/business unitProactive thought partner with the administrative teamQualifications:Proficient in the suite of standard office software (Microsoft Office, Visio, QuickBase, etc.) and other tools required to effectively perform jobProficient in operation of office equipment (copy machines, video conferencing equipment, phone systems, outgoing mail and packages, etc.)Proactive: Anticipate needs of leader and functional group/business unitTime-management skills to prioritize and handle multiple tasks in a fast-paced environmentEvent planning to include support for large meetings, off-sites and team motivation eventsStrong verbal and written communications skills.
Communicate clearly, at multiple levels and with diverse audiencesProven, demonstrated problem-solving skillsKnowledge of proper grammar and outstanding proofreading abilitiesUnderstand the need for occasional deviation from standard practice in the application of job dutiesManage complex calendar(s) and travel arrangements effectivelyOrganize business environment to enable leaders in the functional group/business unit to focus on high-impact responsibilities Team / Leadership SkillsExercise good judgment within areas of responsibilityContribute to positive work environment and suggest ideas for process improvementWork closely with other administrative team members to ensure best outcomes are achieved in a timely manner.Participate actively in team administrative meetings, trainings and networking eventsBuild effective and inclusive relationships with personnel at a variety of levelsCreate and share collaborative processes with other administrative personnel to optimize cross-unit functionsMaintain professional demeanorGreet and direct internal and external visitorsUnderstand and demonstrate LegalZoom’s core valuesSupport site engagementCreative thinkerTeam player attitude is a mustLegalZoom is an Equal Opportunity Employer, dedicated to diversity.