Senior Administrative Assistant - Legal

Wells Fargo is seeking a Senior Administrative Assistant to provide support to the Legal Department’s senior level team members including attorneys, paralegals, and/or managers as determined and assigned by the Business Execution Manager. Job duties consist of handling complex to highly complex assignments as well as the routine day-to-day administrative tasks. 

Learn more about the career areas and business divisions at wellsfargojobs.com.

In this role you will:

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

Required Qualifications:

• 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:

• Executive support experience in Legal, Human Resources, or Employment functions

• Proficiency with SAP Concur, Access Keeper, and Workday

• Law firm or corporate legal department experience
• Event planning experience strongly preferred
• Experience leveraging AI tools in a professional environment
• Ability to handle confidential material in a professional manner
• Ability to follow policies, procedures, and regulations
• Ability to read and interpret legal documents
• Advanced Microsoft Office (Word, Excel, Outlook, and PowerPoint) skills
• Highly proficient in drafting and proof-reading written documents utilizing proper grammar, punctuation, and spelling
• Strong attention to detail, including accuracy in grammar and a sharp focus on eliminating error
• High level of motivation, demonstrated ability to be proactive and adaptable to change; leads self and others through change
• Ability to prioritize work, meet deadlines, achieve goals, and work under pressure in a dynamic and complex environment
• Ability to manage changing travel itineraries, accurately manage expense reimbursement, manage a busy calendar and appointments flawlessly
• Ability to provide strong customer service while actively listening and responding in an appropriate manner
• Demonstrated leadership in identifying and implementing process efficiencies and sharing best practices with others in order to improve the overall effectiveness of the team
• Excellent verbal, written, and interpersonal communication skills

Job Expectations:

• Position will require onsite presence - hybrid schedule (3 days in office, 2 days remote)
• Relocation assistance is not available for this position
• This position is not eligible for Visa sponsorship

Posting Location:

• 1700 K Street NW - Washington, DC 20006

Pay Range
 

Reflected is the base pay range offered for this position. Pay may vary depending on factors including but not limited to demonstrated examples of prior performance, skills, experience, or work location. Employees may also be eligible for incentive opportunities.

Posting End Date:

*Job posting may come down early due to volume of applicants.

We Value Equal Opportunity

Wells Fargo is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other legally protected characteristic.

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.

Applicants with Disabilities

To request a medical accommodation during the application or interview process, visit Disability Inclusion at Wells Fargo.

Drug and Alcohol Policy

Wells Fargo maintains a drug free workplace.  Please see our Drug and Alcohol Policy to learn more.

Wells Fargo Recruitment and Hiring Requirements:

a. Third-Party recordings are prohibited unless authorized by Wells Fargo.

b. Wells Fargo requires you to directly represent your own experiences during the recruiting and hiring process.