Executive Admin Assistant

21-Jul-2023

US Herndon, VA

8800BR

Company Summary

As the leading global provider of enterprise software and information solutions for project-based businesses, Deltek helps organizations of all sizes maximize productivity and revenue. Our market leadership stems from the work of our diverse employees who are united by a passion for learning, growing and making a difference. At Deltek, we take immense pride in creating a balanced, values-driven environment, where every employee feels included and empowered to do their best work. Our employees put our core values into action daily, creating a one-of-a-kind culture that has been recognized globally. Thanks to our incredible team, Deltek has been named one of America's Best Midsize Employers by Forbes, a Top Workplace by The Washington Post and a Best Place to Work in Asia by World HRD Congress. www.deltek.com

Business Summary

The Deltek Legal team actively participates in powering the company's growth and success. We deliver top-notch legal support to high-visibility stakeholders within Deltek. If you're looking to join a dynamic and collaborative team that fosters learning and development, consider Deltek as the next step in your career!

Position Responsibilities

Deltek is looking for an Executive Assistant to support the SVP, General Counsel and GVP, CIO, as well as other members of the Legal, Global Information Security, and IT/Facilities business units as needed. The Executive Assistant will be supporting many of the day-to-day operations and initiatives within this team-oriented and growing organization. The Executive Assistant must be collaborative and exercise good judgment and discretion in the execution of all duties and responsibilities. The ideal candidate will have exceptional attention to detail, strong organizational skills and the ability to manage multiple priorities simultaneously. The Executive Assistant will also be responsible for maintaining hectic calendars for several executives, including international and domestic travel arrangements and expenses. Responsibilities include:

General Administrative Support:

• Support extended management team (including the Legal team, the Global Information Security team, and the IT/Facilities business unit) in day-to-day activities as necessary
• Manage the General Counsel's and CIO's calendars, including scheduling meetings, conferences, and appointments
• Identify, organize and execute Legal, Global Information Security and IT business unit functions
• Make independent decisions regarding planning, organizing, and scheduling work within established guidelines
• Receive and screen telephone calls, and mail, personally responding to as many inquiries as possible, referring remaining inquiries to appropriate individuals within the company for timely responses
• Respond appropriately to requests and ensure that deadlines are met
• Maintain files and correspondence
• Establish and maintain a Legal team calendar of events and keep General Counsel informed of commitments
• Work collaboratively with other Deltek Executive Assistants across the organization on daily matters and special projects

• Lead the annual budget process
• Manage relationships with outside counsel and oversee the legal vendor management process, including use of Legal Tracker and internal finance portal
• Track and forecast monthly and quarterly business unit expenditures by functional area
• Conduct monthly and quarterly review/audit of legal invoices, including projecting accruals to meet critical finance deadlines
• Prepare and submit management expense reports

• Proactively plan and organize business unit activities (training, team meetings, social events)
• Manage onboarding of new personnel ensuring they have access to all departmental information, meetings, collaboration spaces, email distro lists, etc.
• Monthly reconciliation P-Card for all department purchases
• Create PowerPoint slides and collect data for Quarterly All Hands Meetings and leadership meetings
• Participate in and coordinate special projects, ensuring project objectives are met and project records are accurate and up-to-date
• Manage team intranet pages
• Oversee team equipment, ensuring adequate supplies and escalating IT tickets, as necessary, to address performance issues

• Examine key legal metrics to identify opportunities to improve legal service delivery
• Partner with Legal Management team to generate quarterly Scorecard, tracking team efficiencies and performance goals
• Compile and create reporting functions to generate measures for Scorecard metrics
• Monitor multiple team email boxes
• Identify and implement technology tools to streamline new or existing practices, as well as manage design, rollout, and training for new systems

Qualifications

• 6 years of experience with administration supporting several executives at one time
• Legal and legal operations experience at a law firm or in a legal department preferred
• Detail oriented and developed organizational skills
• Strong written and oral communication, organizational and interpersonal skills
• Ability to handle multiple, priority tasks simultaneously
• Ability to work independently and also to collaborate with multiple teams including when working remotely
• Strong Smartsheet and Microsoft Office skills, including Word, Excel, PowerPoint, Teams, Sharepoint, and Outlook
• Ability to work flexible hours as required
• Excellent analytical skills, ability to problem solve and take initiative
• Willingness to investigate and implement new legal technology solutions

Travel Requirements

No

EEO Statement

Deltek, Inc. is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

E-Verify Statement

Deltek, Inc., utilizes the E-Verify program with every potential new hire. This makes it possible for us to make certain that every employee who works for Deltek is eligible to work in the United States. To learn more about E-Verify you can call 1-800-255-7688 or visit their website by clicking the logo below. E-Verify is a registered trademark of the United States Department of Homeland Security.

Applicant Privacy Notice

Deltek is committed to the protection and promotion of your privacy. In connection with your application for employment with us at Deltek, it is necessary for us to collect, store and use information about you ("Personal Data") to administer and evaluate your application. We are the "controller" of the Personal Data you provide us and will process any such Personal Data in accordance with applicable law and the statements contained in this . Additionally, we have not sold and do not sell Personal Data you provide to us through the job application process.