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Administrative Assistant, Legal

Date: Jun 16, 2021

Location: Charlotte, NC, US, 28273

Company: Jeld-Wen Inc.

OUR COMPANY

JELD-WEN (NYSE:JELD), founded in 1960, is one of the world’s largest door and window manufacturers, with more than 22,000 employees operating in 24 countries globally. Headquartered in Charlotte, North Carolina, JELD-WEN designs, produces and distributes an extensive range of interior and exterior doors, wood, vinyl and aluminium windows and related products for use in the new construction and repair and remodelling of residential homes and non-residential buildings. 


Our products and services afford us the opportunity to enter peoples’ workplaces, homes and daily lives. With this privilege comes great responsibility to ensure that the products we deliver are reliable and enrich the places and lives that they touch. We bring beauty and security to the spaces that touch our lives.

 

We act with integrity, invest in people, inspire through innovation, deliver on our promises and improve every day. We are seeking talented individuals who share this purpose and values and want to excel in their field of expertise. We offer excellent benefits, a collaborative environment in which to apply your talent and a dynamic and growing company, with exceptional career progression opportunities.

 

Summary/Objective:

The Operations Assistant reports to the Compliance Manager and supports the Legal Department by performing a wide range of administrative duties. These responsibilities will include facilitating matter management and billing, triaging the Legal Department’s shared mailboxes, and serving as a liaison both internally and externally while maintaining the highest degree of professionalism and communication. This position will involve working with sensitive and confidential data. The successful candidate will be able to exercise discretion and good judgement, maintain high energy level and positive attitude, and easily adapt to change in a fast-paced, excellence-driven environment.

 

Key Responsibilities

  • Triage, direct, or respond to messages received in key Legal Department shared mailboxes, Legal Help and Legal Billing.
  • Ensure that requests for action or information are relayed to the appropriate Legal Department team member.
  • Facilitate legal billing and payment requests, vendor onboarding and outside counsel inquiries. Liaise with Accounts Payable, Vendor Creation, and other internal teams to investigate and resolve issues.
  • Perform intake, creation, and tracking of matters according to Standard Work.
  • File Legal Department records in matter management system or other recordkeeping systems using agreed-upon naming conventions and keywords for ease of retrieval.
  • Run reports in matter management system or other recordkeeping systems to provide department metrics and accruals and support financial reporting. Create ad-hoc reports as requested.
  • Assist with budget reconciliation, specifically related to legal invoices posted in a given period.
  • Create and modify PowerPoint slides, Excel spreadsheets, and Word and PDF documents as requested.
  • Organize travel arrangements with frequent last-minute changes for domestic and international travel.
  • Plan and coordinate special events and meetings, develop presentations, agendas, and itineraries for on and off-site meetings.
  • File monthly expense reports for Legal Department team members as requested.
  • Track team member Continuing Education requirements and investigate training opportunities.
  • Proactively follow up on critical items to ensure that deadlines and commitments are met.
  • Anticipate the needs of teammates and internal clients.
  • Willing and able to effectively perform any administrative task necessary to complete deliverables in the allotted timeframe.
  • Assist with ad hoc tasks and projects, as needed by the team. Willing to work flexible hours as requested from time to time.
  • #LI-TG1

 

Education and Experience Required

  • Bachelor’s degree or equivalent qualification/experience.
  • 5-7 years of experience in supporting executives; experience supporting attorneys preferred.
  • 1-3 years of experience with matter management and e-billing systems.
  • Excellent word processing and editing skills using Microsoft Office tools. Excellent written and verbal communication skills. Excellent proofreading skills.
  • Strong organization and time management skills.
  • Strong sense of urgency with attention to detail when performing duties.
  • Strong decision-making ability and problem solving. 
  • Ability to be resourceful in accomplishing tasks and demonstrate flexibility in taking on new challenges and requirements.
  • Experience in creating high level presentations and reporting is a plus.
  • Preferred certification as a North Carolina Notary Public.

 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

JELD-WEN is an Equal Employment Opportunity employer and does not discriminate against any applicant for employment or employee on the basis of race, color, religious creed, gender, age, marital status, sexual orientation, gender identity, national origin, disability, veteran status or any other classification protected by applicable discrimination laws.

Unless explicitly requested or approached by JELD-WEN, the company will not accept unsolicited resumes from headhunters, recruitment agencies, or fee-based recruitment services


Nearest Major Market: Charlotte