Wells Fargo Administrative Assistant - Legal Department 

United States, Missouri, Saint Louis 

466090458

About this role:

General Core Responsibilities Include:

• Calendaring – Calendarmanagement/resolutionof conflicts. Scheduling meetings, including video and audio conference calls.
• Communication – Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, expert witnesses, and vendors.
• Continuing Legal Education – Enroll Legal employees in specifically requested courses, arrange travel, process associated expenses, and file/send completion records.
• Document Preparation – Draft, edit, track changes/redline, and/or proofread communications and documents, create and update organizational charts, compare document versions, print/copy/scan, and utilize eDocs as the document management system of record to create/maintain business value documents.
• Excel – Create, edit, and update spreadsheets utilizing provided data, format spreadsheets, and organize data.
• Expenses – Process expense reports according to Wells Fargo policy, route/process invoices, and process check requests.
• Legal Matter Management – Open, close, and update matters. Pull reports, assist with Outside Counsel engagement confirmation notifications, and assist with research of outside counsel invoices.
• Intake/Routing – Manage intake and routing of special processes or requests including those received via shared email boxes or SharePoint sites.
• Mail – Distribute incoming and outgoing mail, faxes, express mail and send outgoing mail.
• Maintain and update SharePoint sites.
• Meeting Logistics – Prepare meeting agendas, materials, presentations. Coordinate reservations for meeting space, equipment needs, and catering.
• Office Supplies – Place orders for supplies, business cards, and maintain supply rooms.
• Presentation Materials – Create, edit, and update brand standard PowerPoint presentations and create visual presentations such as charts and graphs.
• Records Management – Maintain accurate and organized physical and electronic files in accordance with the Records and Information Management Policy and Legal Department Records Management Procedure.
• Research – May assist with legal research on the Internet or Westlaw with attorney or paralegal guidance.
• Travel – Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation.
• Visitor Logistics – Register guests with security, arrange for visitor/temporary badge access, reserve workspace, and act as primary point of contact for visitors including greeting and escorting them throughout the facility.

Required Qualifications, US:

• 2+ years of Administrative Support experience, or equivalent demonstrated through one or a combination of the following: work experience, training, military experience, education

Desired Qualifications:

• Ability to execute in a fast paced, high demand, environment while balancing multiple priorities
• Ability to follow policies, procedures, and regulations
• Ability to handle confidential material in a professional manner
• Ability to schedule and plan meetings, events, and travel arrangements
• Ability to work effectively, as well as independently, in a team environment
• Customer service focus with the ability to respond to requests in a timely manner
• Demonstrated ability to identify/anticipate problems and take initiative to independently solve
• Excellent verbal, written, and interpersonal communication skills
• Good PC skills with the aptitude to learn new systems quickly
• Intermediate to Advanced Microsoft Office (Word, Excel, Outlook, and PowerPoint) skills
• Proficient in drafting and proof-reading written documents utilizing proper grammar, punctuation, and spelling
• Strong attention to detail, including accuracy in grammar and a sharp focus on eliminating errors

Job Expectations:

• Position will require onsite presence from any of the required locations listed below
• This position is not eligible for Visa sponsorship
• Relocation assistance is not available for this position.

15 May 2024