Administrative Assistant (Legal Department)

Job title –Administrative Assistant (Legal Department)

Reports to – General Counsel and Administrative Manager

Location – New York

Job purpose

 

To provide high level administrative support to members of Legal Team

 

Duties and responsibilities

 

Calendar Management, Global travel management & PA support:

  • Diary management for General Counsel and other members of legal team including travel booking when required, preparing itineraries, arranging necessary visas, booking restaurants and other associated arrangements
  • Being proactive arranging meetings, ensuring travel, paperwork, attendee lists, reports, files, pre-meets are organised and if relevant attended, including providing detailed itineraries (both domestic and international) with a consideration of cost management in booking travel arrangements
  • Responding very quickly to the changing requirements and travel plans of the team when required
  • Co-ordination of Legal team diaries and meetings across ISDA network, including external meetings.
  • Coordinate conference room bookings, refreshments and telephone logistics for conference calls and meetings

 

 

Organization:

  • Where required, work independently and within a team on special and nonrecurring and ongoing projects, being pro-active in chasing key stakeholders
  • Be responsible and reliable in using initiative in forward planning for the managers, without having to be initially instructed  – ie. draft agendas/reminders for Legal calls
  • Deal with different demands during busy times within the team, be able to prioritize and pre-empt situations in a calm and focused manner
  • Research to find the correct information and note and remember processes, to ensure maximum support to the managers, with minimal interruption to their workday
  • Organize and maintain Legal contracts database

 

 

Administration:

  • Send a high volume of email correspondence to committee members, members of the association and participants in the derivatives industry, ensuring accuracy, professional language and attention to detail are always maintained
    • Type and design general correspondence including memos
    • Organize and prioritize information to be distributed electronically
  • Maintain committee lists ensuring that data on committee members is accurate and updated in a timely manner
  • Organise and prioritise information to be distributed using our ISDA Committee Management System (ICMS)
    • Distributing correspondence, attachments and meeting invites to committee members, proof reading correspondence before sending.
  • Type and develop PowerPoint presentations, format Excel and Word documents
  • Updating ISDA Website, maintaining accuracy and ensuring correct format is followed, ie; posting opinions, legal updates where necessary
  • Facilitate execution of Legal Agreements and ensuring recording in filing system
  • Processing managers’ expenses in Concur in a timely manner, with minimal supervision required
  • Being proactive in ensuring the efficient processing of all invoices
  • Provide back-up support to Admin team when covering for other Assistants as and when required
  • Assistance with Legal team events, both internal and external events, such as webinars and offsite team events

 

 

General tasks:

  • Monitor appropriate Legal mailboxes, forward queries to appropriate members of Legal team
  • Work collaboratively with administration team during busy times and on various communal tasks, including Protocol management
  • Play a critical administrative role in processing legal protocols by checking submitted adherence letters to ensure they are correctly completed and monitoring the inbox to answer queries on technical questions about the legal protocol process
  • This requires learning the technicalities of the method and paying vital attention to detail due to the legality of the amendments liaising with IT/ membership/ conference teams to resolve issues for members and follow up on any outstanding issues, without needing to be prompted.
  • Depending on manager’s requirements, it may be necessary to take minutes at meetings and on conference calls

 

Qualifications

 

Education

  • Bachelors Degree is preferred

 

Specialized Knowledge

  • Must have strong working knowledge of Microsoft Office (MSWord, Excel, PowerPoint, Outlook, Teams)
  • Efficient with WebEx, GoToWebinar, and  Zoom
  • Knowledge of Concur a plus

 

Relevant Skills / Abilities

  • Must have strong communication and interpersonal skills and the ability to interact and communicate with individuals at all levels of the organization
  • Work requires continual attention to detail in composing, typing and proofing materials
  • Responsibilities can include drafting memos and invitations, so the ability to write clearly is vital
  • Must be able to deal with busy and demanding schedules, working well under pressure, be able to prioritize and multi-task within a changing environment
  • Work autonomously but also be a strong team-player, assisting the other admin assistants with general shared responsibilities
  • Strong work ethic and ability as a self-starter
  • Ability to multi-task and prioritize assignments while consistently delivering excellent quality work-product
  • Strong written, verbal and organizational skills and strong attention to detail

Experience

  • 3+ years of administrative assistant, executive assistant or legal administrative assistant experience preferred within a financial institution or law firm

 

About ISDA

Since 1985, ISDA has worked to make the global derivatives markets safer and more efficient. Today, ISDA has more than 980 member institutions from 78 countries. These members comprise a broad range of derivatives market participants, including corporations, investment managers, government and supranational entities, insurance companies, energy and commodities firms, and international and regional banks. In addition to market participants, members also include key components of the derivatives market infrastructure, such as exchanges, intermediaries, clearing houses and repositories, as well as law firms, accounting firms and other service providers. Information about ISDA and its activities is available on the Association’s website: https://www.isda.org/ . Follow us on Twitter @ISDA.

Benefits

ISDA offers a great work environment, with competitive salaries and excellent benefits.

  • Retirement – with employer match
  • Life, disability, and accident insurance
  • Medical, dental and vision coverage offered at little to no cost to employees and dependents
  • Generous paid time off
  • Maternity and paternity leave
  • Pre and post-tax commuter spending accounts
  • Education – ISDA offers a yearly training calendar across all offices
  • Flexible working policy
  • Company and office social events

 

** Applicants must be fully vaccinated against the COVID-19 virus (subject to any exemptions or accommodations per state and local guidelines)

 

To apply, please click here