Administrative Assistant 3 in New York, New York | DiversityInc Careers
 
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Administrative Assistant 3

Job Description

You’ve got the passion. You’ve got the skills. Now you just need the right opportunity. At Wells Fargo, you’ll have the chance to join a team of intelligent and talented people who share the same values. Our diverse lines of business offer a world of opportunity to expand your capabilities and advance your career. We invest in our people and provide a supportive environment in which to learn and grow.

Wells Fargo & Company (NYSE: WFC) is a nationwide, diversified financial services company with $1.7 trillion in assets. Founded in 1852, Wells Fargo provides banking, insurance, investments, mortgage, and consumer and commercial finance through more than 9,000 locations, more than 12,500 ATMs, online (wellsfargo.com), and mobile devices. Wells Fargo has more than 265,000 team members in 36 countries across our approximately 90 businesses.

The Shared Services Administration Team of the Finance and Operations Division supports the Law Department’s team members and clients by providing high quality and timely support and delivering an exemplary and extraordinary level of customer service. We endeavor to support each other as well as all Wells Fargo team members by: demonstrating the highest level of integrity, judgment and problem-solving; focusing on ways to improve the efficiency and effectiveness of our processes and procedures; and maintaining a high level of teamwork, collaboration, and communication.

The Administrative Assistant 3 role provides administrative support to multiple attorneys, paralegals, and/or managers as determined and assigned by the Legal Manager. Job duties consist of handling moderately complex to complex assignments as well as the routine day-to-day administrative tasks.

KEY JOB RESPONSIBILITIES INCLUDE:

  • Calendaring – Manage electronic calendars; schedule meetings, appointments, conference calls
  • Meeting Logistics – Prepare agendas, materials; coordinate room/equipment reservations
  • Visitor Logistics – Register visitors with security, reserve visitor space, escort visitors
  • Mail – Distribute incoming and outgoing mail, faxes, interoffice mail, express mail
  • Copying/Faxing/Scanning/Printing – in-house or manage large jobs with external vendor
  • Phone Calls – Answer, screen, take messages, or route calls appropriately
  • Travel – Handle travel reservations, changes & emergency travel situations in HRG system; provide itineraries
  • Expenses – Process expenses in Concur
  • Office Supplies – Place orders and maintain supply rooms according to site process
  • Documentation – Compile information, draft or independently prepare: internal communications; legal documents including edits, redlining; reports, correspondence; org charts; or PowerPoint presentations with charts/graphs
  • Research – May assist with legal research on the Internet or Westlaw
  • Invoices/Check Requests – Process or route invoices appropriately, create and submit check requests
  • Matter Management – Open/Close/Maintain/Update matters electronically; pull reports
  • Records Management – Maintain accurate and organized paper and electronic files
  • Intake/Routing Processes – May manage intake/routing of special processes or requests
  • CLE – Assist Attorney with administrative duties related to CLE courses
  • Communication – Interact and act as a liaison with business clients, business partners, outside counsel, internal and external staff, expert witnesses and vendors; update share point sites
  • General Processes and Procedures – Assist team members in finding information on Law Department procedures and assist with requests or inform of correct procedures
  • Special projects and assignments as assigned and directed by the Legal Manager
Required Qualifications

  • 2+ years of administrative support experience

Desired Qualifications

  • Intermediate Microsoft Office (Word, Excel, and Outlook) skills
  • Ability to take initiative and work independently with minimal supervision in a structured environment
  • Knowledge and understanding of legal terms and processes
  • Experience supporting multiple managers with calendar management, travel arrangements, scheduling of meetings and events
  • Ability to articulate complex concepts in a clear manner
  • Ability to organize and manage multiple priorities
  • Ability to motivate staff to prioritize work, meet deadlines, achieve goals, and work under pressure in a dynamic and complex environment
  • Ability to handle confidential material in a professional manner
  • Ability to work effectively in a team environment and across all organizational levels, where flexibility, collaboration, and adaptability are important
  • Strong analytical skills with high attention to detail and accuracy
  • Ability to be proactive, innovative and creative in meeting customer and enterprise needs

Other Desired Qualifications

• 3+ years administrative support experience in a corporate or professional office
• Experience as an Administrative Assistant/Secretary in a law firm, legal department or professional corporate business office
• Proficient in drafting and proof-reading written documents utilizing proper grammar, punctuation, and spelling
• Demonstrated ability to work well independently and as part of a team

Job Expectations

  • Ability to lift 25+ pounds

Street Address

NY-New York: 150 E 42nd St - New York, NY

Disclaimer

    All offers for employment with Wells Fargo are contingent upon the candidate having successfully completed a criminal background check. Wells Fargo will consider qualified candidates with criminal histories in a manner consistent with the requirements of applicable local, state and Federal law, including Section 19 of the Federal Deposit Insurance Act.



    Relevant military experience is considered for veterans and transitioning service men and women.

    Wells Fargo is an Affirmative Action and Equal Opportunity Employer, Minority/Female/Disabled/Veteran/Gender Identity/Sexual Orientation.


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