Administrative Specialist - Aston Carter : Job Details

Job Title: Administrative Specialist

Job Description

Provide administrative support for Proposal Team efforts, including maintenance of various databases. Maintain proposal content in Qorus Docs, including Word and PowerPoint content, and proposal templates. Manage review process for all proposal content, including proofreading, updating firm statistics, meeting timelines, and involving appropriate experts. Assist with preparation of daily, weekly, and quarterly reports. Conduct research in support of proposals and pitch needs, using legal research tools and firm resources. Serve as the touchpoint for data gathering from other firm administrative departments to gather information maintained by the Proposal Team. Assist proposal and business development teams with troubleshooting service issues with SharePoint, Qorus Docs, and various firm resources. Prepare Statements of Qualifications and proposal drafts as needed, edit, and format proposals and other content. Coordinate with the Compliance Counsel teams for incoming proposal team projects, including follow up and distribution of action items. Develop strong relationships with the proposal team, business development team, upper leadership, and attorneys. Support work on multiple proposal projects simultaneously. Other administrative work and responsibilities as assigned.

Responsibilities

+ Provide administrative support for Proposal Team efforts, including maintenance of various databases.

+ Maintain proposal content in Qorus Docs, including Word and PowerPoint content, and proposal templates.

+ Manage review process for all proposal content, including proofreading, updating firm statistics, meeting timelines, and involving appropriate experts.

+ Assist with preparation of daily, weekly, and quarterly reports.

+ Conduct research in support of proposals and pitch needs, using legal research tools and firm resources.

+ Serve as the touchpoint for data gathering from other firm administrative departments to gather information maintained by the Proposal Team.

+ Assist proposal and business development teams with troubleshooting service issues with SharePoint, Qorus Docs, and various firm resources.

+ Prepare Statements of Qualifications and proposal drafts as needed, edit, and format proposals and other content.

+ Coordinate with the Compliance Counsel teams for incoming proposal team projects, including follow up and distribution of action items.

+ Develop strong relationships with the proposal team, business development team, upper leadership, and attorneys.

+ Support work on multiple proposal projects simultaneously.

+ Other administrative work and responsibilities as assigned.

Essential Skills

+ Strong ability to multitask and work independently while participating as a team member.

+ Strong proficiency with Microsoft Word, Excel, Adobe Acrobat, SharePoint, and Internet research tools.

+ Standard knowledge of PowerPoint, Microsoft Teams, and Outlook.

+ Proficiency with Qorus Docs or other proposal generation/document management software products preferred.

+ Knowledge of Westlaw, Pacer, DocketAlarm, and Interaction preferred.

+ Demonstrated ability to manage multiple projects simultaneously.

+ Ability to work accurately in a fast-paced environment and be flexible with changing deadlines and requirements.

+ Ability to proofread, edit accurately, and adhere to established style guides.

+ Excellent oral and written communication skills.

+ Outstanding organizational skills and attention to detail.

+ Skilled team player with the ability to negotiate approvals diplomatically, handle sensitive initiatives confidentially, and maintain composure and quality under deadline pressure.

+ Ability to think strategically and creatively.

Additional Skills & Qualifications

+ Preferred: Bachelor's degree in journalism, communications, marketing, or related experience.

+ Preferred: Legal industry experience.

+ Required: Minimum 2+ years general marketing experience.

Work Environment

Full-time, 40 hours/week, non-exempt. Hybrid, in the GSC typically 2 days per week. Days are flexible.

Pay and Benefits

The pay range for this position is $76000.00 - $80000.00/hr.

Health, vision, dental, 401k will be an option for benefits. This will be DP so candidate will immediately be on their benefits

Workplace Type

This is a hybrid position in Kansas City,MO.

Application Deadline

This position will be accepting applications until Nov 28, 2024.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

+ Hiring diverse talent

+ Maintaining an inclusive environment through persistent self-reflection

+ Building a culture of care, engagement, and recognition with clear outcomes

+ Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] ( [email protected]) for other accommodation options.