Admin Assistant-Legal-Senior - Full-time / Part-time

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Responsibilities Summary

Act as liaison between the attorneys/paralegals and other Marriott staff member to include corporate and regional team members and outside counsel during all phases of managed and franchise development and operations.

Compose, type, and transmit correspondence; type/merge, red-line, proofread and transmit agreements, contracts, and other legal documents.

Screen telephone calls; handle matters not requiring the recipient's attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.

Coordinate and maintain calendars for attorneys/paralegals.

Create and maintain desk files and permanent files, including up-to-date filing, entries in RIMS, and transmittals to Records Management Section.

Review all incoming mail and bring priority items to the recipient's attention.

Make all domestic and international travel arrangements and coordinate logistics including transportation, reservations, and lodging arrangements. Prepare complex expense reports.

Assist attorneys/paralegals in data entry and maintenance of practice area's contract database and database reporting.

Position reports to VP and Senior Counsel and supports VP and Senior Counsel and paralegals in the Group.

Specific Duties

Filing / Documentation / Reporting

Enter new property matters in the Law Manager database; update database information, including revision and search of database for report and record management.

Prepare execution, notarization, and consularization of documents (such as Powers of Attorney and Declarations), including coordinating with signatories, accounting and messengers, and researching relevant international procedures; finalize and obtain copies or originals of all closing documents; prepare and complete file close-outs and Notification of Transaction; file documents in Permanent Document files.

Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, chron file, etc.

Prepare and edit presentations, agendas, memos, letters, spreadsheets, and other business documents.

Coordinate certain Group-wide functions such as document retention.

Provide support in research of files and compilation of data as necessary.

Planning and Organizing

Coordinate and manage outside counsel budget, and, process invoices.

Track correspondence and other matters requiring response and keep attorneys/paralegals apprised of status.

Manage calendar for VP and Senior Counsel, including scheduling and canceling meetings, and handling high-priority scheduling issues. Coordinate calendars with Administrative Assistants for Senior Leaders and other associates.

Coordinate, schedule, and prepare for Group and other general meetings, including scheduling conference rooms, preparing docket reports or agenda items, prior distribution of materials, room set up, audio visual equipment set up, conference line initiation, and food and beverage arrangements.

Assist with or take lead role in special projects for the Practice Leader/Group as requested.

Take notes during and prepare minutes from meetings.

Assist team leader with overflow as requested.

Policies and Procedures

Maintain confidentiality of proprietary materials and information.

Protect the privacy and security of clients, customers, and coworkers.

Follow company and department policies and procedures.

Research questions and problems and make recommendations for resolution.

Ensure that personal appearance, immediate work area, and Group-wide shared spaces are clean, professional, and in compliance with company policies and procedures.

Protect company tools, equipment, machines, or other assets in accordance with company policies and procedures.

Customer Relations

Address client service needs in a professional, positive, and timely manner.

Actively listen and respond positively to the questions, concerns, and requests of others.

Proactively assist other employees to ensure proper coverage and service.

Communication

Discuss work topics, activities, or problems with co-workers, supervisors, or managers using proper discretion.

Answer telephones using appropriate etiquette including using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call. Screen telephone calls accordingly; handle matters not requiring the Practice Leader's attention; refer calls to other appropriate parties for handling; organize meetings and conference calls.

Speak to clients and other employees using clear, appropriate and professional language.

Prepare and review written communications (e.g., emails, memos, documents), including proofreading and editing written information to ensure accuracy, completeness, and timeliness.

Talk with and listen to other employees to effectively exchange information.

Working with Others

Treat all employees and clients with dignity and respect.

Develop and maintain positive and productive working relationships with other employees and departments.

Partner with and assist co-workers to promote a positive work environment that fosters team efforts to achieve common goals.

Handle sensitive issues with employees and/or clients with tact, respect, diplomacy, and confidentiality.

Actively listen to and consider the concerns of other employees, responding appropriately and effectively.

Computers/Software

Transmit information and communications using a computer.

Enter and retrieve information contained in computer databases using standard computer equipment and technology to update records, files, reservations and answer inquiries from clients.

Office Equipment

Transmit information and communications using mail, e-mail, scanner, or fax machine.

Operate standard office equipment other than computers such as telephone, typewriter, scanner, fax, photocopier, calculator, and electronic peripherals.

Ensure necessary office supply inventory is available, and order as needed.

Ensure all office equipment is in working order, calling maintenance when needed.

REQUIREMENTS FOR POSITION:

High school diploma; College degree preferred

Minimum of five years of legal secretarial experience, preferably in a law firm or corporate law department;

Excellent organizational skills;

Outstanding interpersonal skills and ability to interact and communicate effectively, specifically:

Ability to present ideas and information in a clear, concise manner;

Ability to interact effectively and develop positive, professional working relationships with hotel personnel and team members.

Ability to think critically.

Ability to work well under pressure and effectively manage multiple tasks;

Experience in prioritizing and establishing procedures for completing responsibilities

Excellent judgment; professional demeanor; and use of discretion

Diligence and strong work ethic;

Ability to work independently with minimal supervision and as part of a team;

Attention to detail;

Flexibility to adapt to continually changing workload priorities;

Excellent written and verbal skills;

Fast, accurate typing;

Flexibility for overtime when needed;

Excellent word processing knowledge of Microsoft Word, Microsoft Outlook, Microsoft PowerPoint, Excel, and Windows XP;

Excellent spelling/grammar/editing/proofreading skill.

Marriott International is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Marriott International does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.