Administrative Assistant - Legal

About This Role
The Administrative Assistant role provides administrative support to multiple attorneys, paralegals, and/or managers as determined and assigned by the Business Execution Manager. Job duties consist of handling moderately complex to complex assignments as well as the routine day-to-day administrative tasks. For additional information on this line of business, refer to the external Careers Site at Wellsfargo.com/careers. #LegalDeptJobs
General Core Responsibilities Include

• Office Supplies - Place orders for supplies, business cards, and maintain supply rooms.
• Manager Proxy - Act as proxy for managers on corporate systems where proxies are allowed.
• Excel - Create, edit, and update spreadsheets utilizing provided data, format spreadsheets, and organize data.
• 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.
• Maintain and update SharePoint sites.
• Continuing Legal Education - Enroll Legal employees in specifically requested courses, arrange travel, process associated expenses, and file/send completion records.
• Mail - Distribute incoming and outgoing mail, faxes, express mail and send outgoing mail.
• Legal Hold/IRP Notice - Approved Assistants (primarily those providing Litigation support) may create and update data in Atlas and release IRPs.
• Research - May assist with legal research on the Internet or Westlaw with attorney or paralegal guidance.
• Meeting Logistics - Prepare meeting agendas, materials, presentations. Coordinate reservations for meeting space, equipment needs, and catering.
• Calendaring - Calendar management/resolution of conflicts. Scheduling meetings, including video and audio conference calls.
• Expenses - Process expense reports according to Wells Fargo policy, route/process invoices, and process check requests.
• Travel - Make travel arrangements, adjustments as needed, create itineraries, and coordinate ground transportation.
• Presentation Materials - Create, edit, and update brand standard PowerPoint presentations and create visual presentations such as charts and graphs.
• Communication - Interact and act as a liaison with business clients, business partners, outside counsel, internal and external office staff, expert witnesses, and vendors.
• 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.
• 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.
• 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.

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:

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

We Value Diversity
At Wells Fargo, we believe in diversity, equity and inclusion in the workplace; accordingly, we welcome applications for employment from all qualified candidates, regardless of race, color, gender, national origin, religion, age, sexual orientation, gender identity, gender expression, genetic information, individuals with disabilities, pregnancy, marital status, status as a protected veteran or any other status protected by applicable law.
Employees support our focus on building strong customer relationships balanced with a strong risk mitigating and compliance-driven culture which firmly establishes those disciplines as critical to the success of our customers and company. They are accountable for execution of all applicable risk programs (Credit, Market, Financial Crimes, Operational, Regulatory Compliance), which includes effectively following and adhering to applicable Wells Fargo policies and procedures, appropriately fulfilling risk and compliance obligations, timely and effective escalation and remediation of issues, and making sound risk decisions. There is emphasis on proactive monitoring, governance, risk identification and escalation, as well as making sound risk decisions commensurate with the business unit's risk appetite and all risk and compliance program requirements.
Candidates applying to job openings posted in US: All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
Candidates applying to job openings posted in Canada: Applications for employment are encouraged from all qualified candidates, including women, persons with disabilities, aboriginal peoples and visible minorities. Accommodation for applicants with disabilities is available upon request in connection with the recruitment process.
Drug and Alcohol Policy
Wells Fargo maintains a drug free workplace. Please see our Drug and Alcohol Policy to learn more.
Reference Number
R-279283-2