Business Support and Administrative - Administrative Assistant 3 - HonorVet Technologies : Job Details

Title: Business Support and Administrative - Administrative Assistant 3

Location: Hybrid (Redmond, WA)

Position ID: 148555-1

Duration: 12+ months; possible extensions

Primary Responsibilities include:

• Meeting scheduling in Microsoft Outlook for complex calendars over multiple time zones.
• Proactively managing complex calendars, making decisions to prioritize requests based on shifting business priorities, allocating appropriate amount of time, and ensuring that all meeting details are accurate.
• Manage/coordinate domestic and international travel.
• Prepare and process expense reports. Process expense report approvals for team members.
• Business Support/Team support.
• Ensure compliance with administrative operational policies and procedures
• General team support for All Hands, off-sites and morale events (logistics such as room reservation and catering).
• Procurement of goods and services, including computer equipment, office supplies, reference materials and facilities requests.
• Maintain a friendly and inviting work environment for the team.
• Assist in Space Management for the Team.
• Assist with PowerPoint Presentations as necessary.
• Work with internal tools specific to the Legal department for activities such as filing documents/contracts, opening and revising legal matters, updating internal legal contacts, managing intake tools, creating and managing aliases for security and distribution groups, and completing ad hoc requests. Work with CELA C+AI internal intake tools and dashboards.
• Handling inquiries and troubleshooting issues related to invoicing from law firms and other legal suppliers. Acting as the contact person for communications with our partner law firms' billing departments and our internal accounts payables and receivables teams.
• Onboarding new legal suppliers as authorized vendors for Microsoft's Corporate, External & Legal Affairs. Insuring vendor compliance with our company's Code of Conduct and policies.

Qualifications include, but are not limited to:

• Minimum 2-4 years of experience in an office environment, scheduling, and in a fast-paced environment required.
• Balanced skill profile including strong attention to detail, problem solving and decision making under high pressure, organization and time management, and communication skills.
• Ability to work successfully in a global team environment, to include building effective cross-group working relationships and ability to work collaboratively with people at all levels of the organization.
• Ability to accommodate varying work styles and perspectives of diverse individuals and groups.
• Ability to work effectively under pressure, calmly and confidently with a can-do attitude.
• Ability to act with appropriate urgency and to make course corrections as needed in response to changing work situations.
• Must have a high level of integrity and ability to manage sensitive and confidential information with discretion and professionalism.
• Demonstrated proficiency in Outlook, Word, Excel, and PowerPoint. Some experience with Microsoft Team is desirable.
• Experience with managing multiple complex calendars.
• Effective written and verbal communications skills required.