Moore & Van Allen PLLC, a dynamic and fast-growing full-service law firm of more than 400 attorneys and professionals, is seeking an experienced Executive Administrative Assistant to join its Charlotte, NC office. The Executive Administrative Assistant's work is focused on providing high-level administrative support to the Managing Partner of the Firm, the Management Committee and/or other executive level staff. This role is a senior legal assistant with a very high level of confidentiality and access to sensitive firm information.
Essential Duties and Responsibilities:
- Performs a variety of administrative functions to support the Firm’s Management Partner, the Management Committee, and other executive level staff.
- Coordinates the distribution of meeting agendas, meeting minutes and other materials.
- Manages and coordinates a dynamic calendar of meetings and conferences involving the Firm’s Management Partner and/or Committee and a variety of important external constituencies and clients.
- Prepares invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.
- Maintains the Management Committee’s calendar: schedules and confirms appointments, arranges for meeting rooms or facilities, makes, and confirms travel plans.
- Prepares agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
- Responds to inquiries and serves as a liaison between the Managing Partner and the Firm’s personnel/external entities.
- Prepares, edits, and proofreads documentation for contracts, transactions, or regulatory compliance.
- Attends meetings with the senior staff, and takes, transcribes, and distributes notes or minutes.
- Prepares and submits expense reports on behalf of the Firm’s Managing Partner
- Manages multiple projects of a complex and confidential nature.
- Maintains confidentiality of sensitive information
- Regular and in-person attendance is required to perform essential functions of this interactive position.
- Other duties and responsibilities as assigned.
Qualifications & Experience:
- Bachelor’s degree or equivalent preferred.
- 5-7 years of related experience administrative support experience required.
- Knowledge of administrative and office procedures and systems such as word processing, managing files and records, transcription, designing forms, and workplace terminology
- Must possess good research, writing and analytical ability.
- Must be extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Regular in-person attendance is required to perform essential functions of this interactive position. Work Hours: 9:00am - 5:30pm, Monday - Friday. May need to work more than the standard 37.5 hours per week to accomplish essential duties of the position. Interested and qualified applicants should apply via our website at https://www.mvalaw.com/careers-working-at-mva. Equal Employment Opportunity Employer.
Applicant Disclosures
Family Medical Leave Act Employer: For more information, visit Employee Rights Under the Family and Medical Leave Act
Employee Polygraph Protection Act: For more information, visit Employee Polygraph Protection Act
Employee Rights Under the Fair Labor Standards Act: For more information, visit Employee Rights Under the Fair Labor Standards Act