First Republic Bank

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Legal Administrative Assistant

Legal Administrative Assistant

ID 
2017-4951
Job Locations 
US-CA-San Francisco
Category 
Banking

More information about this job

Overview

First Republic is an ultra-high-touch bank that provides extraordinary client service. We believe that one-on-one interactions build lasting relationships. We move quickly to serve our clients’ needs so that their financial transactions are handled with ease and efficiency. Client trust and security are paramount in our line of business. Ultimately, our goal is unsurpassed client satisfaction which will lead to personal referrals – our number one source of new business.

 

We recognize that our competitive advantage starts with our people and our culture. At First Republic, we work hard and move quickly as a very coordinated team. If you are looking for an opportunity to grow and contribute in a fun, fast-paced environment, First Republic is the place for you. We have exceptional people focused on providing extraordinary service.

 

The Administrative Assistant performs administrative support to multiple attorneys in the Legal department.  Under general supervision and acting on own initiative and direction, provides both general and complex administrative support, including managing daily workflow of maintaining calendars, scheduling meetings (including logistics), managing deadlines, organizing files, handling contracts and providing general administrative support as needed by the team. Navigates the organizational infrastructure to solve and resolve problems. Work is generally of a critical or confidential nature and requires a broad working knowledge of departmental and company practices and policies.

Responsibilities

  • Support attorneys with legal functions including, but not limited to:
    • Assist with document preparation, including preparing memos, agendas, presentations, meeting notes, and letters
    • Assist with editing, formatting, proofreading and distribution of documents
    • Assist with drafting and reviewing agreements
    • Handle incoming and outgoing correspondence and communications
    • Assist with document requests from internal/external parties and perform document redactions and Bates labeling in Adobe Acrobat Pro
    • Provide input and suggestions for process improvements
    • Assist with recruiting and integration of new hires

 

  • Support attorneys with administrative functions including, but not limited to:
    • Maintain individual and team calendars; coordinate and set up meetings, and arrange logistics (conference room, bridge line, pictel)
    • Photocopy, scan, mail, file, and upload documents
    • Sort and distribute incoming mail for the Legal team
    • Review and process legal invoices
    • Establish, develop, maintain and update filing system and manage document and record storage; retrieve information from files when needed
    • Coordinate travel and related activities, including timely preparation and submission of expense reports
    • Order and maintain office supplies
    • Maintain and/or access departmental or company document/knowledge repositories, websites, and business systems as needed

 

  • Lead and manage special projects as needed.
  • Perform duties and responsibilities specific to department functions and activities and other duties and responsibilities as required or assigned by supervisor.

 

 

 

Disclaimer: Critical features of this job are described under the items above. They may be subject to change at any time due to reasonable accommodation or other reasons. This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

 

Qualifications

Key Skills, Knowledge, and Abilities:

  • Bachelor’s Degree preferred
  • Requires a minimum of 2 years practical business/administrative experience in an office environment
  • Admin experience with a large law firm and/or in-house at a regulated financial institution preferred
  • Excellent interpersonal skills, dependability, and the ability to communicate with all levels in the organization
  • Discretion with confidential information is necessary
  • Detail-oriented and possess excellent organizational skills
  • Possess strong calendar management skills
  • Time management and multi-tasking skills -- ability to effectively multitask, juggle shifting priorities, deliver quickly and adapt to changing demands in a fast-paced, dynamic environment
  • Highly proficient in Microsoft Office programs, specifically Word, Outlook, Excel, and PowerPoint.
  • Proficient in Adobe Pro
  • Furthers the First Republic culture and values

Mental/Physical Requirements:

  • The ability to learn and comprehend basic instructions; understand the meanings of words and respond appropriately; and perform basic arithmetic accurately and quickly
  • Vision must be sufficient to read data reports, manuals and computer screens
  • Hearing must be sufficient to understand a conversation at a normal volume, including telephone calls and in person
  • Speech must be coherent to clearly convey or exchange information, including the giving and receiving of assignments and/or directions
  • Position involves sitting most of the time, but may involve walking or standing for brief periods of time
  • Must be able to travel as position requires; approximately 10%
  • May be required to lift 15-25 lbs

 

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