Legal Administrator C (Secretarial\Administration)
This position, located in Seal Beach, California, provides administrative support to the Boeing Law Department, specifically to the Labor & Employment attorneys and paralegal, and to the Business Manager in Seal Beach. The fast-paced environment requires a confident, professional person who can work directly and successfully with all levels of management and employees and demonstrate a high level of expertise and accuracy while performing multiple work assignments concurrently, often within a short period. The position requires sound judgment during periods of shifting priorities, ambiguity, rapid change, and often times multiple, competing requirements, deadlines, and tasks.
Primary duties include (1) schedule management, utilizing advanced expertise with Outlook calendars and virtual resource tools to anticipate what information and data will be needed for appointments, meetings, and business travel, (2) conference room scheduling, planning, supporting and implementing logistics for executive-level internal events, conference, teleconference, videoconference, WebEx, and customer meetings, (3) expert presentation development support using tools such as Microsoft PowerPoint, Word, and Excel, (4) responsibility for all logistics related to business travel using Boeing policies and tools to ensure travel efficiency, including providing extensive detailed travel itineraries (both domestic and international), and collecting/compiling data to provide visibility of status for traveler's review and/or signature, (5) generating expense reports and reconciling corporate credit card charges to ensure timely and accurate reimbursement, verifying payments to corporate credit cards, (6) review, assessment, prioritization, and organization of communications, such as incoming calls, messages, and correspondence received, (7) communicating and interfacing directly with internal customers and outside law firms through both written and verbal correspondence, and (8) creating, maintaining, and updating litigation information on Law Department databases and spreadsheets.
Primary support is to the attorneys and paralegal within the Labor & Employment Group, including helping them manage their litigation matters by interfacing and coordinating with outside counsel and Boeing internal clients on the matters to obtain and exchange information and documentation related to legal matters. The position requires the important abilities to assess the urgency of situations and determine appropriate actions, monitor status of pending items, provide follow up, and keep the attorneys, paralegal, and others informed by communicating a wide variety of information, as well as the ability to successfully build rapport in the course of performing such duties. Tasks include conducting research and generating reports, preparing legal correspondence and presentations, and maintaining various Law Department systems.
The successful candidate must be a self-starter who can effectively manage his/her time and tasks under limited supervision. A positive, considerate, and team-focused attitude is necessary, as are excellent written and oral communication skills and outstanding organizational skills. Proficiency in Microsoft Office 2007 Products (Word, Excel, PowerPoint, and Outlook) and Adobe Professional is necessary. Experience in Windows 7 is a plus. Must be willing to learn Boeing-specific software, including Travel Manager, EBC (Boeing expense system), Boeing Legal Tracking System, and other databases. Experience in litigation management programs is a plus. Understanding office workflow and applicable company policies and procedures will be necessary.
Competencies
General• Collaboration
Works effectively and cooperatively with fellow employees, peers from other teams and/or parts of the organization and occasionally external customers; establishes and maintains good working relationships by actively involving others and helping them feel valued, appreciated, and included in discussions. Places higher priority on team and/or organization goals than on own goals. Offers to provide help and/or leadership to other teams and/or employees and occasionally external customers when they need assistance.
• Customer Focus
Makes customers and their needs a primary focus of one's actions; develops and sustains productive customer relationships; uses information to understand customers' circumstances, problems, expectations, and needs; periodically becomes involved in sharing information with customers to build their understanding of issues and capabilities; considers how actions or plans will affect customers; responds quickly to meet customer needs and resolve problems; assists higher graded employees and/or project team leaders in implementing ways to monitor and evaluate customer concerns, issues, and satisfaction and to anticipate customer needs.
• Initiating Action
Takes immediate action when confronted with a problem or when made aware of a situation in own or other work area. Implements new ideas or potential solutions without prompting; does not wait for others to take action or to request action. Takes action that goes beyond job requirements in order to achieve objectives.
Technical• Analytical Skills
Skill and ability to: collect, organize, synthesize, and analyze data; summarize findings; develop conclusions and recommendations from appropriate data sources at the department level.
• Customer/Supplier Knowledge
Complete knowledge of customer's/supplier's organization, processes, policies and procedures, products, requirements, capabilities, practices, support resources, preferences, constraints, etc.
• Document Management
Complete knowledge of infrastructure architecture used to account for and correctly archive documents.
• Effective Written Comm
Complete knowledge of different communication materials (e.g., proposals, papers, user guides, reports, articles, promotional materials, brochures, web sites, presentations, speeches). Complete writing ability to prepare departmental correspondence and documents.
• Handling Boeing Proprietary
Complete skill and ability to work with sensitive information, safeguarding confidential information and working with it dispassionately.
• Legal Software Applications
Complete knowledge of software applications pertaining to legal practice. The ability to use technological tools and business system applications to manage, synthesize and interpret data.
• Legal Terminology & Processes
Complete knowledge and understanding of legal procedures, instructions, and processes including legal terms and language pertaining to one or more areas of legal practice (e.g.: intellectual property, environmental, litigation, labor and employment, corporate governance, and government and general business contracts) used to manage legal matters, to communicate effectively with other professionals, customers, and clients, to read, interpret, and disseminate documents and other information, and in other assigned duties.
Basic Qualifications For ConsiderationDo you have experience providing administrative support to multiple customers such as executives, managers, and staff members?
Do you have at least 4 years of work experience using Microsoft Office products including Outlook, PowerPoint, Excel, and Word?
Typical Education/Experience
High school diploma or GED and typically 4 or more years' related experience or an equivalent combination of education and experience.
Other Job related information
The successful candidate must be proficient in organizing, prioritizing, and structuring tasks and information, maintaining a high level of activity and productivity to produce results efficiently, assuming responsibility and accountability to successfully complete assignments, and attending to and verifying the accuracy and completeness of detailed information. A key attribute will be maintaining poise under pressure and handling confidential personnel data with maturity and integrity. The successful candidate must exhibit a high degree of professionalism. Formal education beyond high school is preferred. Proficiency with SharePoint set-up is desirable. Experience in the handling and safeguarding of proprietary and confidential information is essential. Attention to detail is crucial. Two or more years experience in a law office, in-house legal department, or other law business setting is preferred. Litigation administrative background is required.
- Business Unit Corporate
- Division General Counsel
- Program
- Job Type Non-Management
- Experience Level Career/Experienced
- US Person Status Required? Yes
Closing Date: 02/24/2012
