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Roche

Senior Administrative Associate, Corporate and Transactional Law Group

RESPONSIBILITIES: The Sr. Administrative Assistant will provide administrative support to a minimum of four corporate attorneys, and will provide backup support to the remaining four corporate attorneys in the Corporate and Transactional Law Group. As the attorneys in this group are responsible for negotiating and drafting complex contracts, a primary focus of the role will be supporting time-sensitive deals.  An advanced command of Word is critical, as much of this role will involve creating, formatting and revising lengthy agreements within compressed timeframes, as is meticulous attention to detail. Working hand-in-hand with the other Sr. Administrative Assistant in the Corporate and Transactional Law Group, you will also have an opportunity to help improve business processes and help foster a collaborative and fun culture among the team through organization of team building events and related activities.

Typical daily responsibilities include:

  • Quickly type, revise and proof complex documents in Word including advanced formatting and editing based upon redlines and handwritten edits.  Prepare redlines (comparisons) of documents based on original and modified versions.

  • Manage multiple heavy calendar schedules, coordinate and arrange meetings, proactively anticipate and/or resolve meeting conflicts.

  • Handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information.

  • File management (paper and electronic).

  • Prepare PowerPoint presentations including advanced formatting and editing with minimal attorney guidance.

  • Modify and create pdf files in Acrobat Pro, including creating redacted versions of agreements.

  • Handle contract execution.

  • Ensure attorneys are prepared for pending meetings (materials).

  • Coordinate and arrange travel.

  • Process expense reports.

  • Project management including meeting logistics/catering, and the coordination of small- to large-scale cross-functional projects involving a high level of complexity..

  • Research and identify resources.

  • Maintain attorney desk references.

  • Manage relevant distribution lists and org charts.

  • Be the point of contact for supported attorneys. 

  • Ability to learn internal computer and database systems for contracts, regulatory filings, etc.

  • Organize and plan team building or offsite events.

JOB REQUIREMENTS: 

  • At least 5-6 years of recent experience as a senior administrative assistant in a law firm or in-house legal setting.

  • High School diploma required; Bachelor’s Degree preferred.

  • Experienced user in DM5, GRACE, and/or other document management systems or contract repositories. 

  • Mastery of Microsoft Word is required.

  • Excellent interpersonal and verbal/written communication skills.

  • Excellent time management, organizational skills, attention to detail, follow through and ability to prioritize.

  • Motivation to take initiative and be proactive.

  • Ability to work effectively, independently and accurately, sometimes under pressure.

  • Work and interact in a highly professional manner with a wide range of people, including all levels of senior management staff, clients, and various departments within and outside the company. 

  • Be collaborative and willing to contribute and assist others in the department as needs arise. 

  • Handle multiple tasks simultaneously. 

  • Reliable and having a positive attitude.

  • Proficiency in Excel, PowerPoint and Acrobat Pro is required.

  • Comfort answering phones and helping with phone coverage.

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Roche is an equal opportunity employer.

Business Support, Business Support > Administrative Support

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