Executive Administrative Assistant - Legal

CITGO Petroleum Corporation

North America , USA

Administrative

Ending On: 20 Dec 2019 14 days to go

Keyskills

Job Description

We are looking for Executive Administrative Assistant - Legal

Education:

Employment: Full-Time

Requirements: Salary: Competitive
Location: Houston, TX, USA
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Relocation Benefits are not available for this position.

Employer will not sponsor visas for position

This position is responsible for providing a high level of proactive and professional administrative support and related services to the General Counsel and other members of the Legal Department as needed in a fast-paced and complex work environment. This individual must (i) have a high level of previous experience as an executive or senior administration assistant; (ii) have a positive and helpful attitude and demonstrate a roll up the sleeves approach to assisting the Legal Department members; (iii) have a professional level of verbal, analytical and written communications skills; (iv) exercise independent and good judgment in proactively communicating, organizing and assisting with a variety of tasks and administrative support for the Legal team such as preparing reports and presentations; organizing travel arrangements, organizing meetings and activities, assisting with projects and matters and other tasks as requested; (v) be familiar with Microsoft Word programs, PowerPoint, Excel, SAP and TeamConnect and other software and programs used in the Legal Department and a variety of legal systems, concepts, practices, and legal procedures; (vi) demonstrate a professional understanding of the Company's confidentiality policies and procedures and exercise appropriate discretion when involved in sensitive business matters; (vii) act as a resource for legal and business personnel regarding legal matters and Company policies and procedures; and (viii) have the ability to organize and prioritize projects and a daily workload and be able to meet deadlines in a quickly changing environment. This position will report to General Counsel.

Degree:

+ High School Diploma.

+ Bachelor's Degree; Paralegal certificate from an institution approved by the American Bar Association; college training in paralegal studies or in a law degree program; OR successful completion of NALA Certified Legal Assistant exam or other paralegal certification exam strongly preferred;

The minimum number of years of job related experience required by this job is: 10 years of secretarial or administrative experience in a Legal setting.

List any specialized training or unique skills required:

+ Proficient with use of software including Word, Outlook, Excel, PowerPoint, and Team Connect.

+ Strong verbal and written communication skills.

+ Good knowledge of English language.

+ Proficient organizational skills.

+ Ability to handle multiple projects.

+ Ability to manage confidential and sensitive information.

+ Accuracy, attention to detail and strong proofreading skills are essential.

General Administrative Duties:

This position is responsible for providing a high level of proactive and professional administrative support and related services to the General Counsel and other members of the Legal Department as needed in a fast-paced and complex work environment. This individual must (i) have a high level of previous experience as an executive or senior administration assistant; (ii) have a positive and helpful attitude and demonstrate a roll up the sleeves approach to assisting the Legal Department members; (iii) have a professional level of verbal, analytical and written communications skills; (iv) exercise independent and good judgment in proactively communicating, organizing and assisting with a variety of tasks and administrative support for the Legal team such as preparing reports and presentations; organizing travel arrangements, organizing meetings and activities, assisting with projects and matters and other tasks as requested; (v) be familiar with Microsoft Word programs, PowerPoint, Excel, SAP and TeamConnect and other software and programs used in the Legal Department and a variety of legal systems, concepts, practices, and legal procedures; (vi) demonstrate a professional understanding of the Company's confidentiality policies and procedures and exercise appropriate discretion when involved in sensitive business matters; (vii) act as a resource for legal and business personnel regarding legal matters and Company policies and procedures; and (viii) have the ability to organize and prioritize projects and a daily workload and be able to meet deadlines in a quickly changing environment.

Phone Calls:

Screens all incoming calls, takes messages and decides what appropriate action is required for proper resolution; addresses high propriety calls as required; when requested, joins conference calls with Board of Directors, department meetings, refinery attorneys, business units, outside counsel and affiliates; and answers and responds to incoming telephone calls.

Communications:

Coordinates executive and other communications and meetings, including taking calls, responding to emails and interfacing with internal clients, facilitating communications between appropriate team members; compiles background information on attendees to meetings and properly briefs the General Counsel, and other members of the Legal Department, as applicable, regarding matters and in preparation for meetings; reviews, drafts and edits correspondence and documents; takes and transcribes minutes of meetings; exercises discretion and good judgment in receiving, reviewing and responding to all communications, whether electronic, verbal, or written, with the General Counsel and other members of the Legal Department as needed. Welcomes outside counsel and visitors; successfully interacts with professionals of all levels, and as a gatekeeper, interacts with executives, subordinates and managers; able to retrieve information, such as documents or telephone numbers, at a moment's notice and determine the appropriate course of action; and acts as a liaison between Departments.

Special Executive Requests:

Exercises discretion and good judgment in serving as project coordinator for special projects on behalf of General Counsel and other members of the Legal Department as needed; proactively anticipates upcoming projects and support needs of General Counsel by prioritizing, communicating and balancing the workflow; shows initiative in taking ownership of all projects through completion; and arranges corporate events to take place inside or outside of the work place, such as team building events, fund-raising events and staff appreciation events.

Organizing:

Manages filing systems for Legal Department and administers the Department record keeping system; updates various Department records and publications; ensures that Department files are maintained in accordance with Company policies and procedures; reviews incoming mail and requests for information and determines appropriateness of distribution; orders supplies and manages Department supply and filing rooms; and assists with and files all presentations and documents related to CITGO committees such as Operations Committee, MAM, Executive Committee, etc.

Scheduling and Travel:

Efficiently and effectively manages the schedules for the General Counsel and other members of the Legal Department as needed; greets visitors and determines if they should be able to meet with executives; arranges domestic and international travel itineraries (including booking hotel, transportation, airfare and restaurant reservations, and working with company-approved travel agents) for the General Counsel and other members of the Legal Department as needed.

Expense Reports:

Keeps track of all expenses (parking, meals, cell phone, travel, personal, lodging) and prepares expense reports for reimbursement utilizing SAP for the General Counsel and other members of the Legal Department as needed.; assists with international currency conversions; requests additional receipts if needed for completion of expense reports and Corporate credit card statements.

Reports and Presentations:

Prepares and modifies professional reports and presentations for the General Counsel and other members of Legal Department; coordinates data from a variety of sources for inclusion in reports and presentations; and assists with analyzing reports for management reporting as requested.

Systems:

Has experience with, and an in-depth understanding of, entire MS Office suite. Familiar with various software, including word processing, Excel spreadsheets, databases, and PowerPoint presentation software, Team Connect, CT Corporation, etc.; creates, updates and closes matters in proprietary database (TeamConnect) according to established standards; and assists with the payment of all legal invoices and is familiar with Collaborati provided by Mitratech.

Supply and Equipment Maintenance:

Responsible for operating and basic maintenance of a variety of office equipment, including fax machines, copiers and scanners; responsible for troubleshooting problems that might occur with the equipment; and makes service calls to the appropriate department if repairs or replacement equipment are needed.

Other Assistance:

Participates in and provides assistance with any special departmental or company-wide projects and matters and performs other administrative and secretarial duties as requested.

Requisition #: 2019-5542

External Company Name: Citgo Petroleum Corporation

External Company URL: http://citgo.com/Home.jsp

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