Administrative Assistant, General Counsel

Rotary International is a membership organization dedicated to delivering long-term solutions to pressing global issues. The Administrative Assistant for the General Counsel will provide essential administrative support, manage communications, and assist in legal document management and compliance.

Responsibilities

• Provides general administrative support to the OGC including managing emails, presentation preparation, meeting preparation and drafting correspondence
• Assists OGC attorneys in tracking and coordinating work assignments
• Maintains OGC file systems and databases (both paper and electronic), including creating, organizing and maintaining files, entering and updating relevant data in master spreadsheet, teamsite database and DIAMS database and regularly filing documents
• Conducts periodic file review of various file types and warehouses or destroys files in accordance with file retention policy
• Tracks retention agreements with outside counsel and confirms compliance with policies
• Responsible for paying domestic and international invoices from outside legal counsel and other vendors. Coordinates outside litigation counsel payments with Risk Management. Maintains legal fees spreadsheet. Reviews monthly Responsibility Reports for accuracy
• Maintains various data tracking spreadsheets
• Assures that executed contracts are delivered to the OGC for storage per policy
• Maintains OGC calendar
• Maintains law library, including updates to legal texts
• Reviews and processes registrations required for the State of Illinois for RI and TRF
• Obtains international certifications of documents through in person travel to consulate offices and Illinois Secretary of State office in Chicago
• Prepares drafts of correspondence and other communications on behalf of OGC attorneys
• Drafts various reports including OGC portion of quarterly General Secretary Reports; Minutes of OGC and interdepartmental meetings and OGC Status of Litigation Report to the RI Board
• Coordinates materials for committee meetings
• Assists in developing PowerPoint presentations for OGC reports to management, Rotary Senior Leaders and committees
• Maintains OGC Portal Page and team sites
• Performs compliance reviews of payments to countries subject to U.S. Office of Foreign Asset Control restrictions
• Assists General Counsel, Deputy and Assistant General Counsels and Corporate Counsel in organizing travel, submitting expense reports and registration for conferences
• Purchases and maintains office supplies
• Other duties, as assigned
• Assists in developing and inputting budgetary data
• Confirms accuracy and tracks payments by vendor and matter
• Confirms accuracy of monthly Responsibility Reports and submits corrections as necessary
• Submits invoices for payment

Skills

• Bachelor's degree or equivalent work experience required
• Internet proficient, Microsoft Word, Microsoft Excel, Adobe, Acrobat, DIAMS, various software applications, as necessary
• Ability to manage confidential issues with great discretion and professionalism
• Strong organizational skills with high attention to detail and commitment to accuracy
• Ability to handle multiple tasks and to prioritize appropriately
• Ability to work efficiently with detail under time constraints
• Strong writing skills for communication with a variety of constituents
• Excellent customer service, negotiating, and team building skills
• Strong interpersonal skills required to work with Secretariat staff and Senior Leaders
• Ability to effectively prioritize and work independently and as a team member
• Willingness to assume responsibility and follow-through
• Strong multi-cultural sensitivity is essential
• Proficiency with Microsoft Office required (Word, Excel, PowerPoint and Outlook)

Benefits

• Generous medical, dental, and vision benefits package
• Progressive 401k matching contributions
• Above market and generous paid time off package
• Tuition reimbursement
• Professional development opportunities
• On-site cafeteria and coffee bar with special pricing for Rotary employees
• Flextime-several different work schedules to choose from
• Close to CTA, Metra, a variety of stores, and many food options

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