Administrative Assistant, Corporate Transactions

Full job description
Job Description

Job Summary:

Under limited supervision, use skills obtained through experience and training to provide a wide variety of administrative services to a manager or group of managers and associates within the Corporate Transactions and Privacy Legal Department teams (“assigned functional areas”). Follows established procedures to perform routine tasks and receives general guidance and direction to perform a variety of non-routine tasks with limited decision making responsibility. Some judgment is required to adapt procedures, processes and techniques to apply to more complex assignments. Routine contact with internal and external customers is required to obtain, clarify or provide facts and information.

Responsibilities:

Coordinate and perform a range of administrative activities for assigned functional areas.
Open matter files and enter data into a matter or contract management system.
Organize, summarize and index documents from various sources.
Act as a liaison with other functional areas and external stakeholders to resolve matters.
Provide administrative support including answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
Arrange for execution and delivery of documents, including through DocuSign.
Prepare document comparisons and perform expert level document formatting.
Compose and edit documents, reports, correspondence and/or memoranda from verbal or written direction or from knowledge of established policies.
Prepare, transcribe, compose, edit, and distribute agendas and minutes of meetings.
Schedule and coordinate meetings, events, interviews, appointments and/or other similar activities, including coordinating travel and lodging arrangements and maintain the relevant calendars.
Submit internal expense reimbursement requests and process external invoices for payment, including solving expense related issues.
Establish, maintain and update files, databases, records and/or other documents.
Develop and maintain data and perform routine analyses and calculations involved in preparing recurring internal reports.
Sort, screen, review and distribute incoming and outgoing physical mailings and prepare and or assist in the preparation of timely responses to a variety of written inquiries and requests.
Requisition supplies, printing, maintenance, and other services.
Maintains currency in modern office management methods and techniques.
Operates standard office equipment and uses required software applications.
Performs other duties and responsibilities as assigned.
Knowledge of

Intermediate level concepts, principles and practices of providing administrative support.
Fundamental investment concepts, terminology, products, practices and procedures used in the financial services industry.
Skill in

Performing a range of diverse administrative activities- for multiple or large groups of associates..
Answering telephones, assisting visitors.
Processing invoices.
Preparing, transcribing, composing, typing, editing and formatting correspondence, agendas and minutes and other documents.
Performing document comparisons.
Scheduling and coordinating meetings, events, interviews, appointments, and travel arrangements, and maintaining calendars and schedules.
Monitoring legal expenses for matters.
Preparing reports and performing routine analyses and calculations for reports.
Gathering and analyzing basic information.
Establishing and maintaining files, databases, and other records, including data management systems.
Sorting, screening and distributing physical mail.
Operating standard office equipment and using required software.
Ability to

Read, comprehend and apply business related information.
Analyze and solve problems.
Attend to detail while maintaining a big picture orientation.
Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.
Communicate effectively, both orally and in writing.
Work collaboratively within a team environment.
Provide a high level of customer service.
Establish and maintain effective working relationships.
Education/Previous Experience

High School diploma with a minimum of one (1) years of general administrative support experience required.
OR ~
Any equivalent combination of experience, education and/or training approved by Human Resources.

Education

Associate's: Law
Work Experience

Manager Experience - None
Certifications

Certified Paralegal (CP) - National Association of Legal Assistants (NALA)
Travel

Less than 25%
Workstyle

Hybrid
At Raymond James our associates use five guiding behaviors (Develop, Collaborate, Decide, Deliver, Improve) to deliver on the firm's core values of client-first, integrity, independence and a conservative, long-term view.

We expect our associates at all levels to:
Grow professionally and inspire others to do the same
Work with and through others to achieve desired outcomes
Make prompt, pragmatic choices and act with the client in mind
Take ownership and hold themselves and others accountable for delivering results that matter
Contribute to the continuous evolution of the firm
At Raymond James – as part of our people-first culture, we honor, value, and respect the uniqueness, experiences, and backgrounds of all of our Associates. When associates bring their best authentic selves, our organization, clients, and communities thrive. The Company is an equal opportunity employer and makes all employment decisions on the basis of merit and business needs.

#LI-JB1 Read more